Client Services Coordinator

Organizational Overview

Founded in 2004, Cognitive & Behavioral Consultants (CBC) is a leading mental health organization committed to helping individuals and families thrive. CBC specializes in evidence-based therapies, providing high-quality psychological care to children, adolescents, adults, couples, and families. Our mission is twofold:

• To create lasting, positive change for our clients through personalized, evidence-based treatment plans.
• To train and empower professionals locally, nationally, and globally to deliver top-tier care.

At CBC, our clinical team is renowned for their expertise in therapies such as Cognitive Behavioral Therapy (CBT), Dialectical Behavior Therapy (DBT), Acceptance and Commitment Therapy (ACT), and more. We also offer extensive training and consultation services for schools, organizations, and businesses. Our collaborative environment fosters professional growth and ensures our clinicians have the tools to excel in their practice while delivering cutting‑edge treatments.

CBC is dedicated to providing exceptional support and services to our clients and team members. We are looking for a highly organized and proactive Client Services Coordinator to ensure seamless operations, provide excellent client service, and support various administrative and program functions.

• Provide a welcoming and efficient point of contact for clientele, CBC personnel, and visitors.
• Ensure the front desk is covered at all times.
• Monitor practice voicemail, track issues, and resolve inquiries.
• Assist clients, visitors, and clinicians with ad hoc requests.

• Open or close, and maintain the office.
• Assist with onboarding and offboarding tasks.
• Provide basic AV/IT support and assist with in‑person trainings.
• Set up and coordinate refreshments for staff and large meetings.
• Manage the setup of chairs, tables, AV equipment, and catering.
• Handle client paperwork, including monitoring Jotform, creating/editing forms, uploading documents to charts, and managing closed chart processes.
• Process medical record requests.

• Manage supply inventory, ordering, and distribution across three facilities.
• Open packages and store supplies appropriately.
• Coordinate with vendors to resolve equipment issues and track maintenance.
• Ensure offices, conference rooms, reception areas, and restrooms are maintained and presentable.
• Coordinate repairs, vendor interactions, and landlord communications.
• Collect and distribute mail.

• Organize, coordinate and support CBC’s engagement and outreach events, including identifying volunteer opportunities and coordinating logistics.
• Support with marketing and social media projects.

• Drive administrative workflows for assigned programs.
• Coordinate program communications, ensuring effective dissemination of information.
• Gather and communicate program needs to marketing and outreach teams.
• Facilitate meetings by arranging schedules, creating agendas, taking minutes, and tracking action items.
• Manage onboarding and offboarding processes for program staff and trainees.
• Maintain and organize program documents, materials, and supplies.
• Track and maintain program data.
• Assist Program Directors and Coordinators with administrative tasks as needed.
• Ensure compliance with HIPAA regulations.
• Provide support to the Administrative Manager and Executive Director as required.

• Provide assistance with administrative tasks and special projects as needed.
• Other duties as assigned.

• Frequent sitting, standing, walking, and use of hands and arms to reach, type, or handle office materials.
• Occasionally stooping, kneeling, crouching, or lifting and moving objects up to 25 pounds.
• Clear vision to read documents and computer screens, hearing and speaking for effective communication in person and via telephone, and writing skills to document and process information accurately.
• Mobility and manual dexterity to operate standard office equipment, such as computers, printers, and phones, within a standard office environment.