Administrative Coordinator

Lighthouse Behavioral Health Solutions, LLC; Marysville (OH); On-site; USD 26,000 - 33,000; Full time

Benefits offered by this job

Paid time off

Holidays

Medical/dental/vision

401(k)

Continuing education with supervision

Job summary

Lighthouse Behavioral Health Solutions, LLC is seeking an Administrative Coordinator to ensure smooth facility operations, safety, and effective client interactions in Marysville, OH. You will work closely with staff to maintain a safe, welcoming environment and manage administrative tasks within a fast-paced setting.

The role reports to the Clinical Site Director and requires strong multitasking, attention to detail, and proficiency with Microsoft Office and Carelogic.

Qualifications

• High School Diploma or Equivalent (required).
• 2+ years in customer service and office administration.
• Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word).
• Exceptional attention to detail and time management.
• Strong communication and interpersonal skills.
• Ability to multitask and prioritize tasks.
• Must pass BCI check, corporate compliance checks, and employment drug screen.

Responsibilities

• Ensure building safety by managing safety drills and safety protocols.
• Provide building safety training to new staff.
• Upload and manage incident reports in Ethico with timely documentation.
• Answer incoming calls and direct to staff or department.
• Maintain lobby area, documentation, and brand consistency; report maintenance issues.
• Schedule, reschedule, and cancel appointments; provide reminder calls.
• Arrange medical appointments and transportation logistics as needed.
• Oversee and manage MUG lists for accuracy and compliance.
• Maintain cleanliness and order in the facility.
• Oversee cleaning operations and communicate with cleaning vendor.
• Submit maintenance requests and follow up as needed.
• Order and organize office and facility supplies.
• Ensure LBHS policies and procedures are followed.
• Manage mail deliveries and ensure lobby area is clear of deliveries.
• Create, collect, and maintain group logs; timely record-keeping.
• Notify clients of appointment cancellations when staff call-offs occur.
• Check clients into appointments in Carelogic and alert staff of arrivals.
• Inform team on staff call-offs via Teams and update assignments.
• Assign staff in Carelogic and update the message board.
• Collect signatures on Carelogic documents; file paperwork accordingly.
• Handle MHRSB applications and renewals per regulations.
• Assist with client laboratory processes and admissions as needed.

Skills

Customer service

Office administration

Communication

Multitasking

Time management

Attention to detail

Problem solving

Education

High School Diploma or Equivalent

Bachelor's degree in business or healthcare administration

Tools

Microsoft Office Suite

Outlook

Teams

Excel

Word

Carelogic

Ethico

Job description

Lighthouse Behavioral Health Solutions (LBHS) offers a full continuum of care, including outpatient, intensive outpatient, partial hospitalization, residential treatment, psychiatric services, and medication‑assisted treatment. We take pride in creating a welcoming, compassionate environment where individuals feel supported. Our team believes in every client’s ability to achieve recovery and rebuild meaningful, engaged lives in their communities.

Job Summary

The Administrative Coordinator plays a crucial role in ensuring the smooth operation of the facility by managing administrative tasks, safety protocols, and client interactions. The ideal candidate will be organized, proactive, and able to multitask in a fast-paced environment. They will work closely with staff and clients to provide a safe, welcoming, and efficient facility that supports the goals of Lighthouse Behavioral Health Solutions. This position reports to the Clinical Site Director.

Duties include, but are not limited to:

• Ensure building safety by managing safety drills, maintaining the data safety binder, and overseeing compliance with safety protocols
• Provide building safety training to all new facility staff
• Upload and manage incident reports through the Ethico platform, ensuring timely and accurate documentation
• Answer incoming calls promptly and professionally, directing them to the appropriate staff or department
• Manage the lobby area to ensure it is welcoming, organized, and stocked with necessary documentation
• Schedule, reschedule, and cancel appointments as needed. Provide reminder calls to clients for upcoming appointments
• Schedule medical appointments for clients and assist in managing transportation or other logistics as needed
• Oversee and manage make up group (MUG) lists to ensure accuracy and compliance
• Maintain a high standard of cleanliness and order in the facility
• Ensure brand consistency, report maintenance issues, and manage required documentation in the lobby
• Oversee cleaning operations by managing the cleaning checklist and maintaining communication with cleaning vendor
• Submit maintenance requests and follow up as needed
• Order, manage, and organize office and facility supplies to ensure the facility is well-stocked
• Ensures that office activities comply with LBHS policies and procedures
• Manages delivery of mail and/or packages to appropriate parties, making sure outgoing mail has appropriate postage, and ensures the reception area is clear of deliveries
• Create, collect, and maintain group logs, ensuring accurate and timely record-keeping
• Mail discharge letters and notify clients of appointment cancellations in the event of staff call-offs
• Checks clients into appointments in Carelogic and alerts appropriate personnel of incoming guests and clients
• Inform the team via Microsoft Teams when a staff member calls off and update assignments accordingly
• Assign staff in Carelogic and update the message board
• Collect signatures on Carelogic documents, ensuring all required paperwork is completed and filed appropriately
• Handle Mental Health and Recovery Services Board (MHRSB) applications and renewals, ensuring compliance with local and state regulations
• Assist with client laboratory process as needed
• Assist with client admissions process as needed

Required Qualifications

• High School Diploma or Equivalent
• 2+ years previous experience in customer service and office administration
• Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)
• Exceptional attention to detail and time management skills
• Strong communication and interpersonal
• Attention to detail and problem-solving skills
• Ability to multitask and prioritize tasks effectively
• Must pass BCI check, all Corporate Compliance checks, and employment drug screen

Desired Qualifications

• Bachelor’s degree in business or healthcare administration
• Previous experience in healthcare or behavioral health
• Familiarity with Ethico or similar incident reporting platforms

Schedule

Monday - Friday 8:30am - 5pm

Compensation

$18.52 - $24.00/hr

Our benefits package includes paid time off (PTO and sick time), paid holidays, medical/dental/vision, 401(k), life insurance, paid continuing education with supervision, parental leave, and eligibility for loan forgiveness programs.

LBHS is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, national origin, sexual orientation, disability status, genetics, gender identity and/or expression, protected veteran status, or any other characteristic protected by federal, state, or local law.

LBHS adheres to Title VII of the Civil Rights Act as amended, Ohio Civil Rights Act, and all applicable rules and regulations. LBHS is an equal opportunity employer.