Office Coordinator (Full-time)

About Stella Luna

Stella Luna Counseling & Wellness is a thoughtfully designed, holistic mental health practice dedicated to providing exceptional care in a calm, elevated environment. Every detail of our space and client experience is intentional—from the way clients are welcomed to how our operations run behind the scenes.

We are seeking an Office Coordinator who not only supports this experience, but takes ownership of it.

The Role

This is more than a front desk position. The Office Coordinator is responsible for protecting the flow, feel, and function of the space .

You will serve as both the first impression and the operational anchor of the practice—ensuring that every client interaction is seamless, every system is running efficiently, and every detail reflects the standard of care we hold.

This role is ideal for someone who is naturally organized, takes initiative, and finds satisfaction in creating order, ease, and excellence in a fast-paced, people-centered environment.

Schedule & Availability

• Full Time - Weekdays

What You’ll Own

Client Experience & Front-of-House Excellence

• Set the tone of the space with a grounded, warm, and professional presence
• Ensure every client interaction feels smooth, respectful, and cared for
• Manage phones, emails, and scheduling with clarity, efficiency, and responsiveness

Intake & Care Coordination

• Lead the intake process from first inquiry through scheduling
• Thoughtfully match clients with clinicians based on needs and fit
• Act as a communication bridge between clients, clinicians, and billing

Operational Flow & Systems

• Maintain oversight of clinician schedules, room usage, and daily flow
• Identify inefficiencies and take initiative to improve processes
• Confidently utilize systems such as SimplePractice, Momence, RingCentral, and Google Workspace

Environment & Space Management

• Ensure the physical space consistently reflects a high standard of cleanliness, calm, and organization
• Reset and prepare wellness rooms with attention to detail
• Manage shared spaces, supplies, and laundry to support seamless operations

Team & Practice Support

• Communicate proactively with leadership around issues, patterns, or opportunities for improvement
• Support workshops, events, and scheduling needs
• Step in where needed to maintain consistency and stability across the practice

Who You Are

• Highly organized with strong follow-through—you don’t drop details
• Proactive and solutions-oriented—you fix problems before they escalate
• Warm and emotionally attuned, while maintaining clear professional boundaries
• Comfortable taking ownership and accountability for your role
• Able to balance structure with flexibility in a dynamic environment
• Personally aligned with holistic wellness and intentional living

Qualifications

• 1–3+ years in administrative, coordination, or client-facing roles (healthcare or wellness preferred)
• Strong communication and interpersonal skills
• Comfortable learning and navigating multiple systems and technologies
• Ability to maintain confidentiality and professionalism at all times

How to Apply

For immediate consideration, please send your resume to [email protected] .

In your email, include a brief note on why this role—and Stella Luna—aligns with your experience, values, and the way you approach your work.

Our Commitment

Stella Luna Counseling & Wellness is an inclusive, supportive environment. We are committed to fostering a space where both clients and team members feel safe, respected, and valued.

Pay: $20.00 per hour

Benefits:

• Employee discount

People with a criminal record are encouraged to apply

Work Location: In person