Client Care Coordinator

Client Care Coordinator

About the Company

Grace Clinic Christian Counseling Winter Park, FL (In-person role at our office)

Grace Clinic is a faith-based private counseling practice with 8 experienced counselors, dedicated to providing compassionate, professional mental health services to individuals, couples, and families in the Central Florida area (and beyond). We're seeking a warm, organized, and detail-oriented Client Care Coordinator to serve as the welcoming first point of contact for our clients and to support the efficient, caring operation of our small office.

About the Role

This position is for 32-34 hours per week, including required evening hours on Tuesdays and Wednesdays (to accommodate client availability). The role combines client-facing care with essential administrative responsibilities in a supportive, mission-driven environment.

Key Responsibilities

• Onboard new clients: gather intake information, explain services, answer questions, and guide them through our process with empathy and clarity
• Provide excellent client care via in-person interactions at the office, phone calls, and email correspondence
• Manage and maintain each counselor's online schedule, including booking, rescheduling, cancellations, and ensuring optimal availability
• Handle administrative details of running a small office (e.g., maintaining records, coordinating communications, basic office support)
• Respond promptly and professionally to inquiries, demonstrating compassion while upholding practice standards

Must-Have Skills & Qualities

• Strong proficiency and confidence navigating and managing online scheduling platforms (experience with tools commonly used in counseling practices, such as SimplePractice, TherapyNotes, TheraNest, or similar is a plus!)
• Exceptional phone, email, and interpersonal skills with a calm, compassionate, and patient demeanor (It’s imperative that you are able to communicate skillfully via email — clear, professional, polite, grammatically correct, and empathetic emails that reflect the warm, trustworthy tone of Grace Clinic)
• High level of organization, attention to detail, and ability to multitask in a busy environment
• Reliable, proactive, and able to work independently while being a collaborative team member
• Comfortable working in a faith-informed setting (Christian counseling practice)
• Previous experience (3 years minimum) in administrative assistance and/or office coordination.

What We Offer

• Competitive hourly rate based on experience
• Meaningful work supporting clients on their journey toward healing and relational wholeness
• Supportive team environment in a well-established practice

Pay range and compensation package

• Starting pay at $19 per hour.

If you're detail-oriented with administrative assistant experience who can see the big picture while genuinely caring for people in a mental health context, we'd love to hear from you!

To apply, please send your resume and a brief cover email.