Office Administrator

Noble Hearts HR Consulting Inc.; Kinston (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Noble Hearts HR Consulting & Staffing seeks an Office Administrator to support daily operations in Kinston, NC. The role emphasizes organized, client-facing front-desk tasks, records maintenance, scheduling, and coordination with clinical staff to keep the office efficient and welcoming.

The successful candidate will have strong communication, multitasking, and confidentiality skills, with proficiency in office software and medical records processes; this is a full-time onsite position

Qualifications

• High school diploma, GED, or associate degree required.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication abilities.
• Strong interpersonal and customer-service orientation.
• Experience with office management software and records systems.

Responsibilities

• Manage front desk communications, route calls, and take messages.
• Greet clients, visitors, vendors, and applicants professionally.
• Handle mail, logs, and internal correspondence.
• Maintain visitor logs and sign-in sheets.
• Assist with payroll distribution and budgeting for supplies.
• Coordinate schedules for therapists and professionals.
• Maintain confidential client documentation and records.
• Enter and maintain client information in Sharenote.
• Process referrals and insurance verification; complete intake screenings.
• Prepare new client files and retrieve records when needed.
• Support QA/QI with incident reports and weekly drug screenings.

Skills

Organizational skills

Multitasking

Time management

Communication skills

Interpersonal skills

Customer service

Problem solving

Education

High school diploma, GED, or associate degree

Tools

Office management software

Computer systems

Sharenote

NCTopps

Medical records

Job description

Office Administrator

Industry: Behavioral Health / Human Services
Location: Kinston, North Carolina
Work Arrangement: Onsite
Employment Type: Full-Time
Schedule: Monday-Friday | 9:00 AM-5:00 PM

About the Opportunity

Noble Hearts HR Consulting & Staffing is partnering with Dixon Social Interactive Services, Inc. to identify a dependable and highly organized Office Administrator to support daily office operations in Kinston, North Carolina.

This opportunity is ideal for a professional who enjoys administrative work, interacting with clients and staff, maintaining accurate records, and keeping a busy office organized and running efficiently.

Position Summary

The Office Administrator is responsible for ensuring the smooth operation of daily office activities by managing administrative tasks, maintaining records, coordinating schedules, processing client information, and providing support to staff, clients, and visitors.

Reporting to the Clinical Manager, this position plays an important role in maintaining an efficient, organized, professional, and welcoming office environment.

Key Responsibilities

• Manage incoming calls, route calls to appropriate personnel, and take accurate messages.
• Greet and assist clients, visitors, vendors, and walk-in applicants professionally.
• Handle mail distribution and internal correspondence.
• Maintain visitor logs and employee sign-in sheets.
• Assist with payroll distribution for staff and vendors.
• Assist with budgeting and ordering office and food supplies.
• Maintain a clean, organized, and welcoming front lobby and reception area.
• Distribute employment applications to walk-in candidates.
• Manage schedules for Therapists and Qualified Professionals (QPs), including scheduling, rescheduling, and cancellations.
• Coordinate with Clinical Directors regarding client intake and assessments.
• Track and process referrals while ensuring documentation is complete and accurate.
• Verify consumer insurance information and complete intake screenings.
• Enter and maintain consumer information in Sharenote.
• Request and retrieve record numbers for client files.
• Prepare and assemble new client files before submission to the Medical Records Department.
• Retrieve necessary documentation from Medical Records for QPs.
• Maintain accurate, organized, and confidential client documentation.
• Complete and update NCTopps reports as required.
• Review daily attendance logs for completeness and accuracy.
• Scan and submit Incident Reports and Grievance forms to QA/QI Management.
• Coordinate and manage weekly drug screenings.
• Collaborate with internal staff and departments to support organizational objectives.
• Maintain compliance with company policies, procedures, confidentiality requirements, and applicable regulations.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma, GED, or associate degree.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer-service skills.
• Proficiency with office management software, computer systems, and standard office technology.
• Strong attention to detail and ability to maintain accurate records.
• Ability to prioritize and manage multiple responsibilities effectively.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Ability to solve problems and work independently or collaboratively as part of a team.
• Professional, dependable, and customer-service-oriented approach.

Preferred

• Previous experience in office administration, reception, scheduling, records management, or a related administrative role.
• Administrative experience within behavioral health, healthcare, mental health, human services, or a similar environment.
• Experience working with electronic client or medical record systems.
• Familiarity with Sharenote, NCTopps, client intake, referrals, insurance verification, and medical records is a plus.

Why Join This Team?

• Consistent full-time Monday-Friday schedule.
• Professional and collaborative work environment.
• Opportunity to support behavioral health and human services operations.
• Work alongside clinical and administrative professionals.
• Opportunity to make a meaningful contribution to client services and daily operations.
• Potential opportunities for professional growth and development.

Work Environment & Conditions

• Standard professional office environment with no hazardous conditions.
• Extended periods of sitting and computer use may be required.
• Occasional lifting and movement of office supplies may be necessary.
• Regular interaction with employees, clients, visitors, and vendors.

Additional Requirements

• Must be authorized to work in the United States.
• Must be able to work onsite in Kinston, North Carolina.
• Preference may be given to candidates within a reasonable commuting distance.
• Must be available to work Monday through Friday, 9:00 AM-5:00 PM.
• Must be able to maintain confidentiality when handling sensitive client and organizational information.

Equal Employment Opportunity

Equal Opportunity Employer: Noble Hearts HR Consulting & Staffing and our client are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to any protected status under applicable federal, state, or local laws.

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