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Office Coordinator / Receptionist

Company Overview

Almax is a business services and consulting company providing our clients with shared functions such as Finance, HR, Marketing, Administrative Support, and Technology. We primarily work with outpatient mental health clinics whose primary focus is the treatment and wellbeing of their clientele. Our mission is to take accountability for all aspects of the operational support in order to make our clients’ staff more productive.


Our team is growing. If you consider yourself to be motivated, outcome-oriented, and collaborative, please consider Almax as a viable, long-term career option. We look forward to meeting you.


Reports To

The Office Coordinator will report to the Senior Office Manager.


Job Overview


In this role, you will manage all first-line support for your regional office. Your role will also include continuous improvement of our existing processes as well as the development of innovative approaches to addressing new challenges. We serve clients across multiple locations which means that you should be comfortable with working and providing support to a distributed team. Occasional California-based travel may be required.


This is a full-time position.


Responsibilities and Duties

  • Answer incoming phone calls and assist the callers

  • Greet visitors and assist them

  • Schedule clients for all appointment types (including, but not limited to intakes, individual sessions, groups, polygraphs, rescheduled appointments)

  • Schedule and complete client screenings and administer self-report assessments

  • Coordinate clinical meetings with clients, referral sources, and stakeholders

  • Track and file office documents

  • Collect and book payments in internal systems

  • Provide remote support to other regions in CA as needed

  • Ensure smooth day-to-day operations of the office

  • Contributes to a positive, respectful, and supportive work environment

  • Handle other office duties, as assigned



  • A minimum of a High School Diploma with 3 years of professional experience or a Bachelor’s Degree.

Knowledge, Skills, Abilities


  • Good organizational abilities

  • Exceptional communication skills, both in phone and person-to-person client interactions

  • Ability to maintain a professional composure in stressful situations

  • Ability to interact with a diverse population of clients and patients

  • Flexibility to switch tasks and priorities quickly, including changing work locations as needed

  • Demonstrated experience working with Microsoft Office tools and Google productivity tools (Gmail, Docs, Sheets, etc.)

  • Ability to succinctly summarize large amounts of detailed clinical information for a non-clinical audience

  • Ability to effectively manage time and prioritize tasks

  • Attention to detail with filing documents, preparing reports, invoices, and written communications

  • Problem-solving and conflict resolution skills

  • Ability to protect and responsibly handle confidential information



  • Health, Vision, and Dental Benefits for full-time employees

  • 401k: A generous retirement savings package with employer matching

  • Sick Days: All employees are eligible for sick days

  • Vacation Time: Starting at 15 days, commensurate with experience

  • Performance Bonus

  • Highly collaborative and supportive environment

  • Competitive compensation, commensurate with experience

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