Office Administrator; Part time

Office Administrator

ADR Wellness is hiring for an Office Administrator in Carlsbad, CA.

Location:

785 Grand Avenue, Suite 212, Carlsbad, Ca 92024

Schedule:

Monday – Friday, 8:30a-1p Position Type:
Part time without benefits

The Office Administrator provides administrative and operational support at ADR's main office location, while also coordinating facilities needs — including supply replenishment and emergency resolution with building management or landlords — for ADR's satellite office locations, with occasional travel as needed. The person in this role serves as the first impression for clients, and a main goal of this role is to keep daily office operations running smoothly and to maintain a high-quality client experience.

The Office Administrator works closely with the administrative team to carry out established workflows and maintain compliance with organizational policies, including HIPAA/PHI standards. This role also partners with the clinical team to support a positive, client-centered workplace culture.

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred
• Experience in providing clinical administrative support, including payment processing or billing systems, in a behavioral health environment (preferred)
• Strong verbal and written communication
• Familiarity with various insurance plans
• Ability to multi-task in a fast-paced work environment
• Strong organizational skills
• Excellent customer service and interpersonal skills
• Proficient computer skills and ability to use various software programs
• Have a valid driver's license in good standing and auto insurance
• Successfully complete a comprehensive background check

Key Duties & Responsibilities

• Serve as the first point of contact for clients and visitors at the main office, providing a warm and professional welcome
• Complete office opening tasks
• Answer the main phone line, return/route voicemails, and manage the main email inbox
• Run daily reports to bill patient responsibilities via cards on file, escalating any concerns to the Director of Business Operations for support and resolution
• Maintain a clean, safe, and well-organized main office environment, including stocking inventory
• Coordinate facilities needs and supply replenishment for satellite office locations, including ordering and sending inventory as needed
• Serve as the initial point of contact for satellite office facility issues (e.g., leaks, maintenance needs), gathering relevant details and routing the issue to the Operations Administrator for resolution
• Assist with meeting room preparation for management, clinical team, and clients
• Complete incoming and outgoing requests for client medical records
• Demonstrate awareness and respect for cultural, lifestyle, age, gender, and sexual orientation diversity among clients and families
• Work effectively both independently and collaboratively to support a warm, welcoming workplace culture in partnership with the clinical team
• Attend meetings as scheduled
• Travel to satellite office locations on an as-needed basis to support facility needs
• Maintain professional ethics, appropriate boundaries, client confidentiality, and organized, secure filing, and disposal of sensitive documents in accordance with HIPAA/PHI compliance policies
• Back up Client Care Coordinator team roles as needed
• Other tasks as assigned by the Leadership Team

Skills:

• Multi-task in a fast-paced warm environment
• People skills including conflict resolution and problem solving, as well as the ability to implement and enforce scheduling guidelines with staff members and clients
• Experience with medical/administrative record systems, PHI management, and HIPAA compliance
• Exceptional verbal and written communication skills
• Proficient in Outlook, Microsoft Suites, CRM Tools,…