Communications Coordinator / Receptionist

🌟 We’re Hiring: Communications Coordinator / Receptionist! 🌟

We are looking for a dynamic and organized Communications Coordinator / Receptionist to support our team in Pasig, Philippines. The ideal candidate will possess strong communication skills and the ability to manage multiple tasks efficiently while providing exceptional service to both internal and external stakeholders.

Location: Pasig, Philippines
Work Mode: Work From Office
Hours: Monday – Friday, 9:00 AM – 5:00 PM EST

🌟 About the Role 🌟

The Communications Coordinator/Receptionist is the first point of contact for potential and existing clients. This individual plays a vital role in ensuring that inquiries are handled efficiently, accurately, and with the utmost professionalism.

This role requires an exceptional ability to stay organized, track multiple tasks, and ensure that every detail is recorded and managed appropriately. The ideal candidate is highly efficient, reliable, responsible, and adaptable, with a strong work ethic and a passion for supporting people through mental health services.

What You’ll Do:

📞 Client Communication & Support

• Serve as the first point of contact for clients via phone, email, and text in a professional, compassionate manner.
• Accurately document client inquiries and ensure follow-ups are handled in a timely and structured way.
• Book intake calls for new clients and schedule follow-up appointments for existing clients.
• Transfer calls to the appropriate department (e.g., General Admin Support, Billing, Intake Team, Client’s Therapist) with precision and efficiency.
• Monitor and respond to voicemails, missed calls, and text messages, ensuring all inquiries are logged and directed to the appropriate team member.

🗂️ Task & Workflow Management

• Maintain and update OTC’s Excel-based task management system with outstanding client and therapist requests.
• Track all incoming inquiries, messages, and administrative tasks with a high level of accuracy.
• Assign tasks to the appropriate team member, clearly marking them as “NEW” or “PRIORITY” based on urgency.
• Organize and prioritize all incoming requests from both clients and a team of 30+ therapists, ensuring tasks are actioned correctly and in a timely manner.

📝 Administrative Duties & Data Accuracy

• Meticulously enter credit card and insurance policy details into client profiles.
• Maintain organized client records by saving and documenting emails, messages, and requests within the client profile system.
• Provide critical administrative support, including:

       1. Rescheduling & booking appointments
       2. Accounts receivable calls
       3. Data entry and record-keeping
       4. Faxing forms & document coordination
       5. Following up with unscheduled clients
       6. Managing therapist schedules

What We’re Looking For:

• Minimum of 1 year experience in a similar role
• Exceptional organizational skills—able to juggle multiple tasks, inquiries, and priorities without losing track of details.
• High attention to detail—ensures accuracy when recording information, scheduling appointments, and tracking client interactions.
• Strong problem-solving skills—able to quickly assess and adapt to new situations, using common sense and professional judgment.
• Ability to work independently and collaboratively—a team player with a self-motivated work ethic.
• Compassionate & empathetic—able to provide a supportive and non-judgmental approach to clients seeking mental health services.
• Strong communication skills—professional, warm, and clear in both verbal and written interactions.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Excel, email management, and electronic record-keeping is essential.
• Experience in mental health, healthcare, or customer service is a plus but not required.

If you are a highly organized, detail-oriented individual with a passion for supporting mental health services, we’d love to hear from you!🚀 Apply now and help us make a difference!

📌 To apply, please submit your resume and a brief cover letter outlining your experience and interest in the position.