Client Services Coordinator

Job Description

Schedule: Monday – Friday | 9:00 a.m. – 5:00 p.m.

Compensation: $25/hour + Benefits

Reports To: Client Service and Facilities Manager

About Linder and Associates

Linder and Associates has provided professional psychological and behavioral services for over 40 years. Our multidisciplinary team includes psychologists, behavioral therapists, psychometrists, communication specialists, consultants, and educators dedicated to supporting individuals, families, and organizations.

We work with school boards, hospitals, community agencies, and treatment facilities, and are recognized for delivering professional training programs in behavior management, conflict resolution, communication, and staff safety. We are also affiliated with Safe Management Group Inc. and Autism Behavioral Habilitation Services – The Discovery Centre. Furthermore, we also have The Learning Grove Day Program – an adult day program offering skill acquisition programming.

Position Summary

We are seeking a highly organized and detail-driven Client Services Coordinator to provide exceptional administrative and operational support to our Treatment, and Assessment divisions. This role is ideal for someone who thrives in a fast-paced professional environment, demonstrates outstanding communication skills, and excels at multi-tasking and managing organizational workflows.

Key Responsibilities

Administrative & Office Support

• Serve as the first point of contact at the front desk, delivering a welcoming and positive client experience for clients, families, consultants, and partner agencies through in-person, phone, and email communication.
• Prepare, edit, and distribute correspondence, reports, forms, and internal documentation.
• Manage shared email inboxes, responding to inquiries promptly and professionally.
• Maintain organized digital and physical filing systems with accurate recordkeeping.
• Schedule meetings, coordinate calendars, prepare agendas, and take minutes.
• Responsible for handling client credit card payments, including processing transactions, verifying accuracy, and maintaining confidentiality of financial information.
• Collaborates closely with Finance to support billing processes, reconcile payments, address discrepancies, and ensure timely flow of financial information.
• Assist with staff communication, and administrative coordination.
• Receive and sort all mail and deliveries, distributing them to the appropriate staff as needed.
• Respond to and manage incoming phone calls, providing courteous assistance, taking messages, and ensuring callers are directed appropriately.

Treatment & Assessment Support

• Handle administrative aspects of client intake, scheduling, file management, and communication.
• Track assessment records, treatment outcomes, and follow-up requirements.
• Prepare and format reports, distributing them securely to appropriate contacts.
• Facilitate communication between internal staff, consultants, and external contacts.

Data & Document Management

• Maintain databases, Excel logs, and shared record systems.
• Support reporting and metrics tracking for departmental performance.
• Utilize Microsoft Office Suite and various software platforms for documentation, tracking, and communication.
• Assist with template management, standardized forms, and shared-drive organization.

Office Maintenance & Facilities Support

• Support office organization and maintain a tidy, professional workspace.
• Conduct facility checks on common areas to ensure cleanliness and supply availability.
• Monitor supply levels, including Culligan water service and consumables.
• Assist with recycling and waste management.
• Coordinate facility concerns with the Client Services and Facilities Manager.
• Act as an administrative point of contact with internal teams, clients, and