Overview
Office Administrator Jobs in The Woodlands, TX at Exo
Headfirst Mental Health Initiative (HMHI) is seeking a highly organized and detail-oriented Administrative Coordinator to support client applications, invoicing, data entry, and therapist coordination. This role serves as the first point of contact for client applications and works closely with leadership to ensure smooth operations.
Key Responsibilities:Client Applications & Waitlist Management
Serve as the first point of contact for client applications.
Manage the intake process, including sending and tracking paperwork.
Maintain and update the client waitlist, ensuring accurate records.
Coordinate with the Executive Director (ED) to transition clients from the waitlist to active services.
Archive terminated clients and remove them from active lists.
Ensure all client information is handled with strict confidentiality, adhering to HIPAA regulations and privacy policies.
Invoicing & Assessment Collections
Collect invoices from contract therapists by the 5th of each month.
Send a breakdown of invoices per practice to the Treasurer.
Track, record, and store invoice data accurately.
Work with the ED and Clinical Director to ensure proper assessment tracking.
Monthly Data Entry & Reporting
Record financial data and reconcile reports with Bank of Texas.
Track and document session counts, including individual and group therapy sessions.
Maintain accurate client demographic data for reporting and funding purposes.
Contract Therapist Liaison
Serve as the primary contact for contract therapists until a new ED is hired.
Act as a liaison between contract therapists and the Treasurer for financial and operational matters.
Collaboration with community partners (SMU, GLF, Kabani, etc).
Administrative & Event Support
Schedule and communicate board meetings.
Manage incoming client inquiries via email.
Assist with coordinating and attending community and fundraising events.
Support the team in various operational tasks as needed.
Potential Growth Opportunities:
Assistance with grant and funding applications.
Supporting the creation of printed marketing materials.
Social media management (as additional hours allow).
Qualifications:
Strong organizational and administrative skills.
Ability to manage multiple tasks and track detailed information.
Excellent communication and coordination abilities.
Experience in mental health, nonprofit, or client services preferred.
Proficiency in data entry and invoicing systems is a plus.
Understanding of and commitment to HIPAA compliance and client confidentiality.
Job Types: Part-time, Contract
Pay: $23.00 – $25.00 per hour
Expected hours: 5 – 15 per week
Benefits:
401(k)
Dental insurance
Flexible schedule
Health insurance
Paid time off
Schedule:
Choose your own hours
Monday to Friday
Experience:
administrative: 1 year (Preferred)
Work Location: Hybrid remote in Dallas, TX 75219
Title: Office Administrator
Company: Exo
Location: The Woodlands, TX
