Office Manager & Intake Coordinator

Key Responsibilities: Client Intake Coordination Handle all incoming inquiries from potential clients (phone, web, email) Conduct intake calls and match clients to appropriate clinicians based on needs, licensure, insurance, and specialization Verify insurance benefits and communicate session fees and coverage Send and track intake paperwork, ensure completion before first session Follow up on missed intakes or incomplete onboarding tasks Office Management & Administrative Oversight Oversee and optimize the daily operations of the virtual office Supervise onboarding of new clinicians (licensing paperwork, bios, system setup) Manage clinician schedules, availability, cancellations, and rescheduling issues Serve as liaison between clinicians and clients when administrative intervention is needed Coordinate clinician supervision hours, documentation audits, and compliance checks Ensure clinicians are meeting session and caseload KPIs (track weekly) Respond to client issues or complaints with empathy, professionalism, and urgency Manage intake team (if applicable), support staff, and oversee workflow delegation Location: Israel based Remote and in person 2 days a week Jerusalem, or Modiin ) Type: Full-Time- We are looking predominantly for american operating hours IST 3pm-11pm) Qualifications: 7+ years experience in administrative or office manager role (preferably healthcare or mental health) Experience with HIPAA-compliant EHRs (TherapyNotes, SimplePractice, etc.) Excellent interpersonal and communication skills Tech-proficient (Google Workspace, Zoom, Excel, phone systems) Ability to multitask, prioritize, and solve problems quickly Highly organized and emotionally intelligent Experience working remotely in a supervisory/management capacity preferred Native Level English