Client Access & Intake Coordinator – Bilingual (Spanish/English)

Position Overview

Guillaume Counseling Services, P.C. is seeking a professional, compassionate, and highly organized Spanish-English bilingual Client Access & Intake Coordinator to join our administrative team in SW Portland, Oregon 97225.

This position serves as a primary point of contact for prospective and existing clients, helping individuals and families access mental health services through timely communication, appointment scheduling, intake coordination, and administrative support.

We are seeking someone who demonstrates excellent customer service, strong organizational skills, attention to detail, and a genuine commitment to supporting individuals seeking behavioral health services.

This is an in-person position at our SW Portland office (97225) that may begin part-time during the initial training period, with the expectation of transitioning to full-time employment. The position offers structured training, professional development, and opportunities for career advancement within our growing organization.

Schedule and Work Arrangement:

Work Location: In-person, SW Portland, Oregon 97225.
Employment Type: Hourly W-2, with a planned full-time schedule.
Regular Full-Time Schedule: Monday–Friday, 8:30 a.m.–5:30 p.m., including a one-hour unpaid lunch break (40 paid hours per week).
Initial Training Period: This position may begin on a part-time schedule during the initial training and onboarding period, with the expectation of transitioning to a full-time schedule upon successful completion of training and based on operational needs.
Saturday Overtime: 8:30 a.m.–11:45 a.m., as needed, based on operational needs. Overtime will be compensated in accordance with applicable Oregon employment laws.

Compensation:

$20–$24 per hour ($41,600–$49,920 annually at full-time hours), based on relevant experience and qualifications.
Annual compensation is calculated based on a full-time schedule of 40 hours per week, 52 weeks per year, excluding overtime. Actual earnings during any initial part-time training period will depend on hours worked.
This is an hourly W-2 employee position. Employees are compensated for all hours worked, including required training, meetings, and assigned administrative responsibilities.

Benefits and Professional Development:

W-2 employment with competitive hourly compensation.
Medical, dental, and vision insurance for eligible full-time employees.
Paid sick leave in accordance with Oregon requirements.
Retirement savings options through OregonSaves and 401(k), subject to eligibility.
Structured onboarding and paid training.
Professional development and ongoing administrative training.
Opportunities for career advancement and promotion into leadership or Office Manager positions.
Supportive, collaborative behavioral health work environment.

Minimum Qualifications:

Fluency in both Spanish and English is required, including verbal and written communication.
High school diploma or equivalent.
Strong customer service, interpersonal, and communication skills.
Ability to manage multiple tasks, prioritize responsibilities, and maintain accuracy in a busy office environment.
Proficiency with computers, email, electronic scheduling systems, and common office applications.
Ability to maintain confidentiality and handle sensitive client information professionally.
Willingness to learn electronic health records, administrative procedures, and behavioral health terminology.
Ability to work independently, including working alone in the office without direct, on-site supervision or other staff present, while maintaining professionalism, sound judgment, and accountability.
Ability to collaborate effectively with clinical and administrative team members, including those working remotely or at other locations.
Reliable attendance and ability to work on-site in SW Portland, Oregon 97225.

Key Responsibilities:

Client Communication and Scheduling:

Answer incoming calls and respond promptly to client inquiries in Spanish and English.
Schedule, reschedule, and confirm client appointments.
Respond to prospective client inquiries and coordinate new client referrals.
Follow up with prospective clients to support timely scheduling and access to services.
Communicate professionally with clients, clinicians, and other administrative team members.

Intake and Client Registration:

Register new clients and maintain accurate demographic and contact information.
Coordinate intake paperwork, consent forms, and required documentation.
Assist clients with completing intake requirements and accessing the client portal.
Track incomplete intake paperwork and follow up as needed.
Coordinate with clinicians to support timely completion of the intake process.

Administrative and Office Support:

Open the office at the beginning of the scheduled workday, ensuring the facility is accessible, organized, and ready to receive clients and clinicians.
Maintain a professional, welcoming, and safe office environment, including during periods when working independently without other staff present.
Maintain accurate client scheduling and administrative records.
Monitor assigned phone messages, emails, and client communications.
Assist with insurance information collection and verification workflows as trained.
Support routine office operations and administrative assignments.
Maintain compliance with HIPAA, confidentiality requirements, and organizational policies.
Participate in required training, meetings, and ongoing professional development.

Career Advancement Opportunities:

We are committed to developing employees who demonstrate initiative, professionalism, reliability, and leadership potential.
This position offers opportunities for career advancement into Office Manager and other administrative leadership roles as our organization continues to grow.
Advancement opportunities are based on demonstrated performance, qualifications, successful completion of training, and organizational needs.

Apply Today

We welcome qualified Spanish-English bilingual applicants who are passionate about providing excellent client service and supporting access to mental health care.

To apply, please submit both a resume and a cover letter outlining your relevant experience, bilingual proficiency, and interest in joining our team.

To learn more about our organization and services, visit https://www.guillaumecounseling.com.

Guillaume Counseling Services, P.C. is an equal opportunity employer. All qualified applicants will receive consideration in accordance with applicable employment laws.

Guillaume Counseling Services, P.C.

Client Access & Intake Coordinator – Bilingual (Spanish/English)

About the Job