Office Coordinator

Office Coordinator

Charlie Health exists to change the way behavioral health treatment is delivered. Our mission is to connect the world to life-saving behavioral health treatment. We deliver personalized, virtual care rooted in connection—between clients and clinicians, care teams, loved ones, and the communities that support them. By focusing on people with complex needs, we're expanding access to meaningful care and driving better outcomes from the comfort of home.

We are seeking an Office Coordinator to manage the day-to-day operations of our office and play a vital role in facilitating care delivery at our healthcare organization. The Office Coordinator will handle administrative paperwork essential to clinical operations, including processing payor and license applications, completing data entry, reconciling data across systems, and submitting claims, on an as-needed basis alongside broader office responsibilities.

This role will also partner closely with our Compliance team to ensure the office is operationally equipped to support on-site behavioral health services. This is a fully in-office role, Monday through Friday, 9:00 AM to 5:00 PM, in-person at our office.

Responsibilities include managing day-to-day office operations and ensuring a well-organized, welcoming environment for staff and visitors; processing administrative paperwork that facilitates care delivery, including payor and license applications, claims submissions, and data entry and reconciliation across systems, on an as-needed basis; partnering with the Compliance team to ensure the office maintains the operational infrastructure required to support on-site behavioral health services;

leading a wide variety of organizational projects within People Operations and cross-functionally; assisting our IT team with issues as needed and supporting the storage and management of devices; being a champion of Charlie Health's culture through planning events and team meetings; being the person in the office with all the answers–someone who team members and visitors can rely on for information;

supporting leadership with one-off special projects; reviewing and transferring patient data accurately and efficiently between Salesforce and medical records systems; maintaining patient charts and records; entering and updating patient information in databases and electronic health records systems as needed; providing administrative support to the admissions and clinical teams; performing attendance for various teams, admin tasks as assigned, scheduling for various teams, responding to teams inquiries supporting them with workflow or tech/questions;

adhering to compliance standards and regulations, including HIPAA, to protect the privacy and confidentiality of patient information; collaborating with internal teams, including admissions, clinical, and administrative staff, to ensure seamless communication and coordination of patient care and administrative activities; and participating in training programs and professional development opportunities to enhance your knowledge and skills in care administration, data management, and compliance practices.

Requirements include 2+ years of experience in office coordination, administrative support, or a related role; experience in a healthcare or behavioral health organization preferred; familiarity with administrative paperwork processes such as payor credentialing, license applications, claims submissions, and data entry; strong organizational skills and meticulous attention to detail across internally and externally facing work; strong interpersonal and communication skills with a natural, collaborative style;

a self-starter who is biased toward action and can manage multiple tasks with shifting priorities; work authorized in the United States with native or bilingual English proficiency; and must be available to work fully in-office Monday through Friday, 9:00 AM to 5:00 PM, and located within a reasonable commuting distance of the office location.