Overview
Office Receptionist/Admin Jobs in Charlotte at Self Talk Counseling & Consulting, PLLC
FRONT DESK OFFICE ASSISTANT JOB DESCRIPTION
Location: Charlotte, NC 28215
Employment Type: Part-time
Salary: Starting from $15 per hour, based on experience
Schedule & Hours: Mondays, Tuesdays, and Thursdays from 9 AM to 6 PM, with unpaid lunch break. Average of 24 hours per week
HELP MAKE A REAL DIFFERENCE IN PEOPLE’S LIVES
At our client-centered mental health counseling practice, every role plays a vital part in supporting the well-being of our community. As a Receptionist/Admin Assistant, you’ll be the first point of contact for clients, offering a warm, professional, and calming presence that helps set the tone for their care experience. Your attention to detail, organizational skills, and compassionate approach will ensure smooth daily operations while directly supporting clinicians and making clients feel seen, heard, and supported.
WHAT YOU’LL DO
As the Receptionist/Admin Assistant, you will be responsible for creating a welcoming environment for our patients and managing various administrative tasks. Your key responsibilities will include:
- Patient Relations: Greet patients warmly in person, over the phone, and via email.
- Appointment Management: Scheduling, confirming, and managing patient appointments through our Electronic Health Record (EHR) system.
- Intake Coordination: Directing patients to complete intake paperwork online and ensuring that all necessary documents and patient information are managed according to HIPAA regulations and uploaded to the system.
- Payment Handling: Processing patient payments, including co-pays, and managing outstanding balances.
- Office Support: Assisting the Office Manager and Intake Coordinator with administrative tasks and overall office operations.
- Patient Communication: Maintaining open lines of communication with patients regarding appointments and general inquiries.
- Organizational Efficiency: Keeping the front office area organized and ensuring a smooth workflow.
WHAT WE’RE LOOKING FOR
Required Qualifications & Skills:
- High school diploma, or higher
- At least one year of office/receptionist experience
- Strong verbal and written communication skills; listens actively, speaks clearly and confidently
- Solid math skills, including calculating percentages
- Proactive and solution-oriented, with strong independent work skills
- Excellent time management, organization, and problem-solving abilities
- Able to multitask efficiently while maintaining high-quality output
- Adaptable and quick to identify and implement improvements
- Builds rapport easily and manages interpersonal dynamics with sensitivity and respect
- Team-oriented, driven by integrity, accountability, and a customer-focused attitude
- Skilled in de-escalation techniques and demonstrates strong emotional intelligence
- Professional and approachable demeanor: friendly, compassionate, and able to remain firm and fair
- Some social media/marketing tasks
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Calendar, Gmail)
- Experienced in managing email, calendars, scheduling tools, and collaborative documents
- Skilled in document creation, formatting, data entry, and spreadsheet management
- Familiar with cloud-based file management systems (e.g., Google Drive, OneDrive)
- Knowledgeable in operating office equipment and using software for scanning, printing, and digital filing
- Quick to learn new systems and software, with basic troubleshooting abilities
Highly Preferred Qualifications:
- Experience with electronic health record (EHR) systems, especially SimplePractice
- Skilled in patient intake, EHR data entry, insurance verification, prior authorizations, HIPAA compliance, medical billing, and copay collection
- Strong knowledge of medical and insurance terminology
- Experience or interest in marketing and social media management: Creating posts and marketing strategies for various social media platforms
- Proficient with modern tools, including AI platforms (e.g., ChatGPT) and marketing applications such as Mailchimp, Canva, and CapCut
- Bilingual, with a strong preference for Spanish fluency
READY TO JOIN OUR TEAM?
If you’re energized and passionate about supporting others, this is your opportunity to be part of a compassionate, collaborative team that truly makes a difference. We’re looking for someone who shares our commitment to exceptional client care and values a supportive, service-driven environment.
Submit your resume and three professional references to [email protected] We look forward to learning more about you!
We are an equal opportunity employer committed to diversity, equity, and inclusion.
We provide reasonable accommodations for qualified individuals with disabilities.
Job Type: Part-time
Pay: $15.00 – $18.00 per hour
Experience:
- Insurance verification: 1 year (Preferred)
- Social media marketing: 1 year (Preferred)
- Medical billing: 1 year (Preferred)
- Office/Admin asst: 1 year (Required)
- Receptionist: 1 year (Required)
Work Location: In person
Title: Office Receptionist/Admin
Company: Self Talk Counseling & Consulting, PLLC
Location: Charlotte
