Intake & Administrative Coordinator

Bridges Therapy and Wellness Center is an established psychotherapy group practice offering a range of mental health, psychological assessment, psychiatric, and wellness services to children, adolescents, and adults. We are committed to providing compassionate, high-quality care and creating a welcoming experience for everyone who connects with our practice.

We are seeking a personable, dependable, and self-directed Intake & Administrative Coordinator to join our growing team! The primary responsibilities of this role are answering incoming calls, responding to client inquiries, and assisting with scheduling and intake coordination. In addition to these core responsibilities, the position involves a variety of administrative, organizational, and operational tasks that help keep the practice running smoothly. We are looking for someone who communicates confidently, takes initiative, and can adapt to changing priorities while keeping tasks organized and moving forward.

Key Responsibilities

• Manage incoming calls and client inquiries: Serve as a primary point of contact for prospective clients, respond to questions, gather initial information, and direct inquiries to the appropriate services.
• Coordinate new client intake and scheduling: Schedule initial appointments for therapy, psychological testing, and psychiatry; communicate with prospective clients to facilitate the intake process and ensure timely follow-up.
• Track and follow up on referrals: Maintain accurate referral records, monitor the status of inquiries, and follow up as needed to help prospective clients move forward with scheduling.
• Support daily client and front-office operations: Welcome clients, assist with check-in, coordinate appointments, and help maintain a professional, welcoming office environment.
• Assist with payments and billing-related tasks: Collect client payments, prepare superbills and statements, and assist with occasional billing inquiries and communication with insurance companies.
• Provide administrative and operational support: Assist clinicians and the Office Manager with day-to-day needs.

Qualifications

Our ideal candidate is warm, empathetic, professional, dependable, and detail-oriented, with strong communication skills and the ability to take initiative. We are looking for someone who:

• Communicates confidently and professionally by phone, email, and in person, and enjoys interacting with people.
• Is organized, proactive, and adaptable, with the ability to manage competing priorities and shift between tasks as needed.
• Takes ownership of responsibilities, follows through on tasks, and works independently without needing constant direction.
• Works collaboratively with colleagues and contributes to a positive, professional team environment.
• Handles confidential information with discretion and professionalism.
• Is comfortable using office software, email, spreadsheets, and electronic record systems.

Experience

• At least two years of customer service experience is required.
• Intake coordinator or scheduling manager experience preferred.
• Experience with Microsoft Office, Google Workspace, and/or Mac-based office systems is required.
• Previous healthcare administration experience is preferred.

Work Schedule

• Monday–Thursday: 1:00 PM–6:00 PM
• Friday: 12:00 PM–5:00 PM
• 25 hours per week
• In-person position only, no opportunity for remote work. Candidates must be able to reliably commute to our Fairfax, VA office.

Benefits

• 401(k) with 4% employer match, subject to position and eligibility requirements
• Access to employee-funded AFLAC supplemental insurance
• On-site gym membership
• Possibility of increased hours as the practice grows

We value authenticity, teamwork, inclusivity, professional growth, and work-life balance. Our team is committed to providing excellent client care while creating a positive, supportive environment for each other. We enjoy connecting beyond the workplace through team outings, community service, and family gatherings.

Contact Us: Erika Shilling (Owner) or Ashley (Human Resources Manager) 703-865-4900 x0 or email [email protected]

At Bridges Therapy and Wellness Center, we are committed to providing equal employment opportunities to all individuals. We value diversity and inclusion in our workplace and encourage candidates from all backgrounds to apply.

Pay: $22.00 - $25.00 per hour

Expected hours: 25.0 per week

Benefits:

• 401(k)
• 401(k) matching

Work Location: In person