Office Administrator Mental Health Group Practice

Twin Lakes Counseling is an insurance‑based group psychotherapy practice in Federal Way, Washington. We are dedicated to making transformative mental health counseling and family therapy accessible to our community. We are looking for a fun, personable, and highly skilled communicator to work 40 hours per week in our comfortable Federal Way office. Dependability, professionalism and excellent customer service skills are extremely important.

Primary responsibilities include maintaining an organized and well‑stocked office space, handling new client inquiries, implementing office safety policies, and assisting our team with administrative tasks. This is a full‑time, fixed schedule position. This integral role is rewarding and you get to help the community!

• Office Management
  • Live answering of the office phone during work hours
  • In collaboration with our Building Manager and under the guidance of the Practice Manager, care for and keep our 6‑office space fully stocked
  • Order office supplies, print and hang notices, and keep supplies organized
  • Maintain schedule of when admin and clinical staff are in the office
  • Organize playroom and maintain “play therapy baskets” in each of the non‑playroom offices
  • Onboarding & Supporting on‑site clinicians
  • Be the go‑to person for staff management around office related issues (like reminders about where to park, etc.)
  • Facilitate our library and art supplies checkout system
  • Support management of office social media as needed
• Onboarding and supporting on‑site clinicians
  • Conduct office tours and orientations to train newly hired staff members on in‑office policies, security measures, and emergency plan
  • Manage codes within the security system, entry codes, and tech cabinet
  • Greet walk‑in clients and provide information regarding safety measures, clinician contact information, and how to get on the waitlist for an appointment
  • Order, distribute, and display business cards for new clinicians, upon promotion, and as needed for the office
  • Obtain and display up to date copies of clinician licenses
  • Provide backup and support for Psych Services, particularly for scheduling and in‑person intakes
  • Help facilitate on‑site trainings, Lunch & Learns, and staff celebrations (setting up tables/chairs, ordering food, communicating to staff about events)
• Communication with Clients & Colleagues
  • Respond to new and potential clients via email and phone
  • Maintain an accurate log of all client phone and email contact
  • Forward incoming messages to the appropriate parties
  • Process physical mail
• Other duties
  • Attend in‑person and online job fairs, as‑needed
  • Help Clinical Director and Practice Manager plan, advertise, and execute quarterly staff events
  • Accurately document all client contact in our Electronic Health Records (EHR) system
  • Send faxes as requested by clinicians, supervisors, Clinical Director, and Owner
  • Print and mail documents as requested
  • Perform other tasks as requested
    
    Stay incredibly well organized, despite multiple sources of information
• Generally be awesome and helpful.

• Extremely professional and good at customer care
• Work well within an established structure/workflow/process
• Personable, friendly, and outgoing
• Able to communicate clearly (written/verbal)
• Very comfortable with technology
• Good at managing their time and multiple tasks/projects
• Coachable & willing to learn
• Able to manage confidential information, preferably with experience with HIPAA
• A confident problem solver
• A motivated self‑starter
  
  Willing to treat our clients and clinicians as VIPs

• Generous time off policy: 2 weeks sick time, 3 weeks off for vacation, 2 floating holidays, 3 company holidays
• Paid sick time (approx 2 weeks per year)
• Paid vacation time (approx 2 weeks per year)
• Retirement account with 3% company matching program
• An Educational Assistance Plan (EAP) through which we help you pay off your student loans tax‑free
• Excellent group health insurance benefits with premium fully paid by the company (for full‑time employees)
• Supportive team environment
• Comfortable office space

• Fully in‑person:
  Able to work 8 hours per day, 5 days per week, Monday through Friday, in our…