Part-Time Front Office Coordinator

Innsaei is a child and family therapy practice dedicated to helping children, teens, and families navigate anxiety, trauma, big emotions, and behavioral challenges in a safe, compassionate environment. We’re looking for a dependable and compassionate Front Office Coordinator to take ownership of the front office and create a calm, organized, and welcoming environment for the families we serve.

About the role

This is more than a front desk role. We're looking for someone who can anticipate needs, take initiative, and help keep the office running smoothly each day. We seek a long-term team member excited to grow with the practice and make a meaningful impact on the families we serve.

Hours: Approximately 15 hours per week
Schedule: Primarily weekday afternoons (Monday–Friday)
Start Date: End of August 2026

Responsibilities

• Front Desk & Client Experience
  • Greet clients and families with warmth and professionalism
  • Answer phones, texts, and emails in a timely manner
  • Help clients with scheduling, questions, and payments
  • Maintain a calm, welcoming reception environment
• Office Operations
  • Keep the office clean, organized, and stocked
  • Manage supplies, inventory, and ordering
  • Maintain kitchen and common areas (including water, snacks, etc.)
  • Set up daily environment (music, displays, lighting)
• Scheduling & Systems
  • Manage therapist schedules and room assignments
  • Maintain accurate client records in SimplePractice
  • Keep administrative systems organized (email, spreadsheets, workflows)
  • Identify inefficiencies and help improve systems
• Billing Support
  • Collect payments through SimplePractice
  • Support billing workflows alongside billing specialist
  • Help ensure client accounts stay up to date
• Communication & Coordination
  • Communicate with therapists and leadership to keep operations aligned
  • Respond to administrative emails and route messages appropriately
  • Help coordinate with schools, parents, and outside providers when needed
  • Assist with occasional updates to social media or website content as directed

Requirements

• Highly organized and detail-oriented
• Strong communication skills (in person, phone, and email)
• Comfortable managing multiple tasks at once
• Takes initiative and solves problems without being asked
• Able to create a warm, grounded experience for families
• Tech-comfortable (Google Workspace, EHR systems like SimplePractice is a plus)

Fit

This Role IS a Great Fit If You:

• Like creating order and structure
• Take pride in keeping things running smoothly
• Notice the small details others miss
• Enjoy being the “anchor” of a team

This Role Is NOT a Fit If You:

• Prefer being told exactly what to do at all times
• Struggle with organization or follow-through
• Get overwhelmed in a fast-paced environment
• Avoid difficult conversations (billing, scheduling boundaries, etc.)

About Innsaei

Innsaei is a child and family therapy practice focused on helping kids process emotions through play, creativity, and connection. Our space is designed to feel safe, warm, and engaging for both children and parents.