Front Desk Administrative Coordinator in Philadelphia, Pennsylvania at Dunbar Wellness Group

Location: Philadelphia, PA
Employment Type: Full-Time | W-2
Schedule: Monday–Friday | On-Site
Department: Administration

Dunbar Wellness Group, Inc. is a Philadelphia-based behavioral health organization providing high-quality, client-centered services through our Outpatient Therapy (OPT) and Intensive Behavioral Health Services (IBHS) programs. We are committed to maintaining a professional, welcoming, and efficient environment for the individuals, families, and communities we serve.

Dunbar Wellness Group is seeking an experienced, professional, and highly organized Front Desk Administrator to support the daily operations of our behavioral health offices.

This position serves as a primary point of contact for clients, staff, visitors, and community partners while providing administrative and operational support to our clinical and leadership teams. The ideal candidate is dependable, detail-oriented, comfortable managing multiple responsibilities, and able to maintain professionalism and confidentiality in a fast-paced environment.

• Greet and assist clients, employees, contractors, visitors, and community partners.

• Manage incoming telephone calls, messages, mail, and general office correspondence.

• Maintain client, visitor, and staff sign-in processes.

• Support client intake processes and accurately enter information into applicable systems.

• Assist OPT teams with coordinating and securing client services.

• Receive and review incoming OPT documentation and assist with the corrections process.

• Maintain and update administrative, credentialing, staffing, and caseload tracking spreadsheets.

• Assist with organizing employee and contractor files and credentialing documentation.

• Support new-hire administrative needs, including preparation of files and staff identification.

• Assist with staff attendance, time-off tracking, office closures, and related communications.

• Coordinate FedEx shipments, incoming/outgoing mail, office supplies, petty cash, and other office resources.

• Assist with monthly supervision sign-in documentation and certificates.

• Communicate computer, technology, and office equipment needs to appropriate leadership and IT personnel.

• Provide administrative support for recruitment and staffing needs as assigned.

• Assist with coordination and communication with staffing agencies and external partners.

• Open and close Dunbar office locations as assigned.

• Maintain confidentiality and appropriately safeguard client and employee information.

• Provide additional administrative and operational support as needed.

• High school diploma or equivalent required; associate or bachelor's degree preferred.

• Minimum of 2 years of administrative, receptionist, customer service, or office support experience required.

• Strong customer service and interpersonal skills.

• Excellent verbal and written communication skills.

• Strong organizational and time-management skills.

• Ability to multitask and prioritize responsibilities in a fast-paced environment.

• Strong attention to detail and accuracy.

• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams.

• Ability to maintain professionalism and confidentiality when handling sensitive information.

• Ability to work independently and collaboratively as part of a team.

• Ability to remain calm and professional when handling high-volume or stressful situations.

• Previous healthcare, behavioral health, or medical office experience.

• Experience using an Electronic Health Record (EHR) system.

• Experience with client intake, credentialing, medical records, billing, or healthcare administration.

• Familiarity with behavioral health or Medicaid-funded services.

As a full-time W-2 position, Dunbar Wellness Group offers:

• Medical, Dental, and Vision Insurance

• Paid Vacation Time

• Paid Sick Time

• Paid Holidays

• Employee Discount Program (EDP)

• Professional Development Opportunities

• Supportive and mission-driven work environment

• Ability to sit, stand, and walk throughout the workday.

• Frequent use of computers, phones, and standard office equipment.

• Ability to occasionally lift up to 20 pounds.

Dunbar Wellness Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law.