Job Details

Part-Time: 30-40 hours per week (M-F)

Rate: $22-27

Estes Therapy is home to a supportive, tight-knit, and FUN group of therapists and we welcome new individuals like family. We believe in doing better by growing as a team. We are looking for a skilled Administrator to undertake a variety of day-to-day administrative tasks for the Mission Valley and Oceanside offices. You will be an integral part of ensuring that our office operations run smoothly and are successful in supporting other business activities. You will be working closely with the administrative team and the owner. This is an in-person position.

The ideal candidate will have the ability to effectively communicate (verbally and written) with clients and therapists. Must have experience with Microsoft Office, including Outlook, Excel, and Powerpoint. Must possess interpersonal, organizational, and excellent customer service skills. Applicants must be able to work independently under pressure and assist multiple staff members, and a diverse population. Possess the ability to multitask, with changing priorities. Able to use problem-solving and decision-making skills, with attention to detail. Must be able to maintain a high level of confidentiality and attention to detail.

An excellent office assistant is, above all, an organized and competent professional with phenomenal communication and problem-solving skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.

Primary Duties and Responsibilities

• Manage daily appointment calendars for therapists.
• Be the first point of contact for all incoming calls and appointment requests. Schedule or reschedule appointments as needed.
• Manage, clean, and organize the waiting room to create a welcoming feel for clients.
• Ensure all counseling rooms are clean and available for use.
• Assist with staff meetings, company announcements, and planning of company-sponsored events.
• Maintain office supply inventory and order special items as needed.
• Create billing documents when needed and perform basic bookkeeping activities when applicable.
• Assist with other administrative tasks as assigned by the admin team.
• Follow office workflow procedures to ensure maximum efficiency.
• Maintain files and records around client contact and clinical procedures.
• Assist in onboarding employees and subtenants.
• Create new effective systems and processes when necessary.
• Schedule and manage the business and social staff events.

Preferred Experience

• Outstanding writing skills and social media posting is a plus!
• Associate's/College degree; BSc/Ba in business administration or relevant field is a plus
• Experience as an admin or office coordinator
• Experience in customer service
• Working knowledge of office equipment
• Experience working with different programs and project management systems (Tech savvy)

The Benefits

• W2 status
• 401k (no match)
• Simple IRA (3% match)
• Team support (we are like a family!)
• Social events (bonfire, laughter, and other self-care fun)
• Ability to join supervision weekly to learn clinical skills and staff process
• Therapist support on-demand. Get assistance from other therapists and the owner when needed.
• Paid sick time

To apply, please send your resume and a cover letter. Without a cover letter, you will not be considered for an interview.