Appointment Coordinator / Administrative Assistant

Foundations Counseling, LLC; Fort Collins (CO); On-site; USD 23,000 - 25,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Health savings account

Parental leave

Professional development

Growth opportunities

Job summary

Foundations Counseling, LLC is seeking an Appointment Coordinator / Administrative Assistant to join our Fort Collins-based Operations Team. The role focuses on guiding clients through intake and scheduling, converting inquiries into appointments, and supporting day-to-day office operations with empathy and professionalism.

The ideal candidate is organized, responsive, and capable of handling sensitive conversations, balancing efficiency with client care.

Qualifications

• Minimum 2 years of customer service, administrative, scheduling, or client-facing experience.
• Strong verbal and written communication skills; professional phone presence.
• Ability to multitask and work across locations as needed.

Responsibilities

• Serve as first point of contact for prospective and current clients.
• Manage high-volume phone communication with professionalism and urgency.
• Guide clients through intake and scheduling process and convert inquiries into appointments.
• Match clients with counselors based on needs and scheduling; support client retention.
• Schedule and update appointments in the electronic medical record system; assist with paperwork and payments.

Skills

Customer Service

Scheduling

Phone Etiquette

Administrative Support

Teamwork

HIPAA

Education

High School Diploma

Tools

EMR Systems

Job description

Appointment Coordinator / Administrative Assistant

Foundations Counseling is a growing behavioral health organization serving Northern Colorado with locations in Fort Collins, Loveland, and Windsor. Our team is committed to providing exceptional care and creating a welcoming, professional experience for every client from the very first interaction.

We are seeking an Appointment Coordinator / Administrative Assistant to join our Operations Team. This is not a traditional receptionist role. This position plays a critical role in helping individuals access care, supporting organizational growth, and delivering exceptional client experience.

The ideal candidate is confident, professional, organized, and able to build rapport quickly while managing high-volume communication in a fast-paced environment.

Position Summary

The Appointment Coordinator serves as one of the primary points of contact for current and prospective clients. This role is responsible for guiding individuals through the intake and scheduling process, converting inquiries into scheduled appointments, supporting client retention, and assisting with day-to-day office operations. Successful candidates are action-oriented, responsive, detail-focused, and comfortable handling sensitive conversations with professionalism, empathy, and confidence.

Key Responsibilities

• Serve as the first point of contact for prospective and current clients
• Manage high-volume inbound and outbound phone communication with professionalism, warmth, and urgency
• Build trust and rapport quickly with prospective clients over the phone
• Confidently guide clients through the intake and scheduling process
• Convert inquiries into scheduled appointments through strong communication, responsiveness, and follow-through
• Match clients with counselors based on presenting concerns, scheduling needs, and provider specialties
• Support client retention through proactive scheduling and follow-up communication
• Schedule, maintain, and update appointments within the electronic medical record system
• Assist clients with intake paperwork, payment collection, balances, and general scheduling support
• Maintain accurate documentation and professional client communication
• Support front desk operations and maintain a welcoming office environment
• Assist with administrative, operational, and reporting tasks as assigned
• Collaborate with counselors, leadership, and team members to support client care and office operations
• Maintain confidentiality and professionalism in accordance with HIPAA and company policies

Qualifications

• High school diploma or GED
• Minimum of 2 years of customer service, administrative, scheduling, hospitality, sales, or client-facing experience
• Strong verbal and written communication skills
• Professional and confident phone presence
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize effectively in a fast-paced environment
• Ability to work independently and collaboratively within a team
• Reliable transportation and flexibility to work across locations as needed

Preferred

• Experience in healthcare, behavioral health, medical scheduling, hospitality, or high-volume customer service environments
• Experience with EHR / EMR systems
• Experience with scheduling, intake coordination, client conversion, or relationship-based customer service

What We’re Looking For

• Communicates confidently and professionally
• Thrives in a fast-paced environment
• Is dependable, responsive, and action-oriented
• Balances empathy with accountability and efficiency
• Builds rapport easily and helps clients feel comfortable moving forward with services
• Takes initiative and follows tasks through to completion
• Understands the importance of urgency, responsiveness, and client experience

Schedule & Compensation

• Full-time
• Combination of opening, mid, and closing shifts based on operational needs
• Evening availability required
• Saturday shifts are required

Pay

$17.00-$18.00 per hour

Benefits

• Health, dental, and vision insurance
• 401(k)
• Paid time off and paid sick leave
• Health savings account
• Parental leave
• Professional development opportunities
• Growth and advancement opportunities

Learn more about Foundations Counseling at https://www.foundationscounselingllc.com

Foundations Counseling is an Equal Opportunity Employer.

Foundations Counseling, LLC is committed to equal employment opportunity and as such, we hire individuals based on merit and qualifications without any regard to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, disability, veteran status, or any other illegal consideration.

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person