Operations Coordinator
Description

Job Title: Operations Coordinator

Location: Livingston, NJ

Salary: $50,000-56,000 per year 

Job Type: Full-time W2


The Operations Coordinator is a critical member of the administrative team, ensuring that all operational aspects of the practice run smoothly and efficiently. The ideal candidate is a self-starter who is warm, professional, energetic, engaging and thrives in a dynamic environment. This role includes client intake management, administrative coordination, EHR system management, and general office support. Prior experience in a mental health setting is highly preferred.


Operations Coordinator Responsibilities:

Client Intake Management (KEY Component)

  • Manage all intake calls from initial inquiry through scheduling assessment.
  • Respond to potential client questions and provide accurate information on practice policies, therapist specialties, and      availability.
  • Track and follow up on all intakes using our call tracker system. Ensure status updates are timely for seamless transition of client activities. 
  • Ensure new client forms are completed promptly; send reminders as needed, including over weekends for Monday appointments.
  • Ensure assessment confirmations occur at least 24 hours prior to appointment time.
  • Maintain thorough and timely communication to  maximize client acquisition.

Client Support:

  • Assist clients with navigating electronic forms, EHR platform, and insurance questions.
  • Provide support via phone, text, and email in a warm, responsive, and respectful manner.
  • Ensure all intake and enrollment forms are submitted prior to services beginning.

Group Enrollment & Coordination:

  • Track enrollment status and communicate with group therapists.
  • Maintain and update group email lists and enrollment spreadsheets.
  • Prepare administrative materials and scheduling for new treatment cycles (Spring, Summer, Fall)
  • Support all aspects of group treatment coordination.

EHR System & Appointment Management:

  • Manage and maintain client records in the Electronic Health Record (EHR) system.
  • Ensuring accurate calendar management.
  • Monitor completion of necessary documentation and forms in EHR.

Program & Marketing Assistance:

  • Assist with development and distribution of marketing materials and community and client outreach efforts.
  • Coordinate client enrollment for new and ongoing programs.
  • Provide administrative support to the Clinical Director on program initiatives.
  • Communicate with referral sources as needed, including scheduling outreach appointments, introductions and daily      communication of other types.
  • Assist with onboarding new staff and maintaining internal documentation.

Office Management:

  • Onsite presence full time for collaboration and coordination of daily services.
  • Track and report therapist hours and utilization in systems provided with accuracy.
  • Support payroll data collection and completion.
  • Communicate with in-person therapists regarding space or supply needs.
  • Greet clients and coordinate session notifications for therapists.
  • Oversee office supply tracking and reordering.
  • Manage credit card receipts, expense documentation, and related tracking.
  • Support event planning and coordination of networking/marketing events4
  • Special project roles as needed

Operations Coordinator Required Qualifications:

  • Required: Knowledge of or experience in the  mental health field.
  • Strong communication and interpersonal skills with a warm, client-focused demeanor.
  • Highly organized and detail-oriented. Follows tasks to completion, meeting deadlines and project plans.
  • Proficient in navigating EHR platforms  (SimplePractice, TherapyNotes, etc. preferred).
  • Ability to manage multiple priorities with flexibility and responsiveness.
  • Comfortable working independently and as part of a small, collaborative team.
  • Available for occasional weekend communication to  support Monday appointments.
  • Proficient in Microsoft Office, including Excel, Google Workspace, and communication tools (phone, email, text platforms)

About Us

Mindsoother’s mission is to improve individual mental health and strengthen family relationships by providing coping strategies AND competent and compassionate counseling services to individuals, couples, families and groups. We address our clients’ concerns with empathy, while offering a gentle and direct approach. We offer a warm and trusting relationship to our clients where insight and change can occur. Mindsoother offers adult, young adult and teen therapy, individual, group and family DBT, eating disorder treatment, family therapy and play therapy.

Salary Description
$50,000-56,000