Front Desk & Intake Coordinator

Phoenix House Orange County, Inc.; Santa Ana (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Phoenix House Orange County, Inc. is seeking a Program Assistant to greet visitors, answer calls, and coordinate intake and appointments within a busy program.

You will provide essential clerical support, maintain supplies, and ensure smooth office operations while upholding client confidentiality and professional standards. The role requires strong MS Office skills, excellent communication, and the ability to work in a fast-paced environment, with responsibilities across reception, scheduling,

Qualifications

• High School diploma or equivalent required.
• Prior administrative experience preferred.
• Must obtain TB test clearance and update yearly.
• Proficiency with MS Office and electronic records systems.
• Strong written and verbal communication skills.

Responsibilities

• Greet visitors and determine the nature of their visit; sign-in and direct to the appropriate staff.
• Coordinate intake calls and schedule clinical appointments with treatment teams.
• Answer and transfer telephone calls; maintain a professional receptionist presence.
• Order and maintain office supplies for supported departments.
• Ensure coverage at the reception desk throughout the day.
• Perform clerical duties: typing, filing, faxing, and data entry.
• Maintain office equipment and troubleshoot basic issues.
• Prepare documents and reports, and gather data as directed.
• Maintain confidentiality of clients, families, and agency operations.
• Manage room reservations and update daily announcements.
• Record accurate messages and manage voicemail messages.
• Keep the reception area clean and professional; support staff meetings and events.
• Participate in staff trainings and agency meetings; align with Phoenix House values.

Skills

Customer service

Communication

Time management

Organizational skills

Team collaboration

Education

High School diploma

Tools

MS Office

Job description

Phoenix House Orange County, Inc. is seeking a Program Assistant to greet visitors, answer calls, and coordinate intake and appointments within a busy program.

You will provide essential clerical support, maintain supplies, and ensure smooth office operations while upholding client confidentiality and professional standards. The role requires strong MS Office skills, excellent communication, and the ability to work in a fast-paced environment, with responsibilities across reception, scheduling,