Office Coordinator/HR Assistant

ACE Wellness Center; Kentucky; On-site; USD 37,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Job summary

ACE Wellness Center is seeking an Office Care Coordinator / HR assistant to oversee daily administrative operations, support client engagement, scheduling, and coordination of behavioral health services in the Lorain OH area.

The role includes client intake, scheduling, and care coordination with billing documentation for Medicaid and other payers, while maintaining HIPAA-compliant records and supporting HR processes.

Qualifications

• High attention to detail and strong organizational skills.
• Excellent customer service and communication abilities.
• Experience with Medicaid billing and care coordination preferred.
• Proficiency with Microsoft Office and basic office software.

Responsibilities

• Coordinate day-to-day office operations to ensure efficient workflow.
• Serve as the first point of contact for clients, families, and visitors.
• Answer phones, respond to emails, and direct inquiries appropriately.
• Maintain organized client files and office records in accordance with HIPAA and agency policies.
• Monitor office supplies and coordinate ordering when needed.
• Assist leadership with scheduling meetings, staff calendars, and office communications.
• Support preparation of reports, forms, and documentation.
• Assist with client intake processes including collection of required documentation.
• Coordinate scheduling of assessments, therapy sessions, and group programming.
• Maintain communication with clinicians, case managers, and program staff regarding client scheduling and service needs.
• Follow up with clients and families regarding appointments and service participation.
• Support continuity of care by coordinating referrals and connecting clients to appropriate services.
• Document care coordination activities in the agency’s EHR.
• Complete documentation necessary for billing care coordination services to client insurance providers including Medicaid and other payers.
• Ensure documentation meets medical necessity and billing compliance standards.
• Maintain accurate records of client contacts, coordination activities, and service outcomes.
• Collaborate with clinical and billing staff to ensure timely and compliant claim submission.
• Track and manage employee benefits including time off; create, develop, and update agency policies; track and collect employee evaluations; manage the ADP portal and platform; track and collect employee write ups and progressive discipline correspondences.
• Assist in interviewing new candidates and conducting reference checks; conduct new hire orientation.

Skills

Organizational skills

Customer service

Communication

Confidentiality

Schedule coordination

Microsoft Office

Education

Associate or Bachelor’s in healthcare administration or related

High school diploma with experience

Tools

ADP portal

Electronic Health Records (EHR)

Billing software

Job description

• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

Position Summary

The Office Care Coordinator / HR assistant is responsible for overseeing the daily administrative operations of the office while supporting client engagement, scheduling, and coordination of behavioral health services. This role ensures the office environment runs efficiently while assisting with client intake, communication, appointment coordination, and service continuity.

This position also includes providing and documenting billable care coordination services and ensuring documentation supports submission to Medicaid and other insurance payers.

Office Administration Responsibilities

• Coordinate day-to-day office operations to ensure efficient workflow.
• Serve as the first point of contact for clients, families, and visitors.
• Answer phones, respond to emails, and direct inquiries appropriately.
• Maintain organized client files and office records in accordance with HIPAA and agency policies.
• Monitor office supplies and coordinate ordering when needed.
• Assist leadership with scheduling meetings, staff calendars, and office communications.
• Support preparation of reports, forms, and documentation.

Client Care Coordination & Billing Responsibilities

• Assist with client intake processes including collection of required documentation.
• Coordinate scheduling of assessments, therapy sessions, and group programming.
• Maintain communication with clinicians, case managers, and program staff regarding client scheduling and service needs.
• Follow up with clients and families regarding appointments and service participation.
• Support continuity of care by coordinating referrals and connecting clients to appropriate services.
• Document care coordination activities in the agency’s electronic health record (EHR).
• Complete documentation necessary for billing care coordination services to client insurance providers including Medicaid and other payers.
• Ensure documentation meets medical necessity and billing compliance standards.
• Maintain accurate records of client contacts, coordination activities, and service outcomes.
• Collaborate with clinical and billing staff to ensure timely and compliant claim submission.
• Track and manage employee benefits including time off
• Create, develop, and update agency policies
• Track and collect employee evaluations
• Manage the ADP portal and platform
• Track and collect employee write ups and progressive discipline correspondences
• Assist in interviewing new candidates and conducting reference checks
• Conduct new hire orientation
• Other responsibilities directed by the Director of operations or HR officer

Education

Preferred: Associate or bachelor’s degree in healthcare administration, Social Work, Psychology, Business Administration, or related field.

Minimum: High School Diploma with relevant administrative or healthcare experience.

Experience

Preferred: 1–3 years of experience in behavioral health, healthcare administration, or client service coordination. Experience with Medicaid behavioral health services, care coordination documentation, or insurance billing is preferred.

• Strong organizational and multitasking skills
• Excellent customer service and communication abilities
• Ability to maintain confidentiality and professionalism
• Strong attention to detail
• Ability to coordinate multiple schedules and priorities
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to work collaboratively with clinical and administrative staff

Department: Behavior Health Services/ Human Resources Reports To: Clinical Supervisor/ Human Resources Officer Employment Type: Full-Time

Compensation: $27-$35 per hour (Based on education & experience)

Daily Schedule

9:00am-5:00pm

Location: ACE Wellness Center – Lorain OH/Columbia Station, Strongsville OH/Berea OH

Compensation: $20.00 - $25.00 per hour

We are an equal opportunity employer and all qualified applicants will receiveconsideration for employment without regard to race, color, religion, sex,national origin, disability status, protected veteran status, or any othercharacteristic protected by law.

About Us

At ACE Wellness Center it is our mission to serve adults, children, and their families with high-quality, innovative, and individualize care that will lead to a life filled with Fortitude and fulfillment. Our philosophy emphasizes the importance of accountability, courage, and enlightenment to guide each individual in their healing journey. We strive to influence and assist individuals so that they can maneuver the direction of their own lives in a community-based Setting.

ACE Wellness Center is comprised of five different components. We have our ace wellness medical center. We have our alternative medicine clinic. We have Our rejuvenating beauty clinic. We have our individual and family Therapeutic services. We Also have ACE Wellness Corp . which is our nonprofit sector in which we take donations and grants to cover cost for the families we serve.

At ACE Wellness Center we take pride in the staff that we hire. Our staff goes through extensive training to be credentialed in order to serve our families. The staff here at Ace give their clients quality care that comes from a place of empathy, integrity, and diligence. We take pride in treating our clients with the Upmost respect, devotion, and benevolence.

We have five distinctive ways to serve you, please let us know which way we can help you the most. We look forward to working with you and your family.