Administrative Coordinator

Lighthouse Behavioral Health Solutions (LBHS) offers a full continuum of care, including outpatient, intensive outpatient, partial hospitalization, residential treatment, psychiatric services, and medication‑assisted treatment. We take pride in creating a welcoming, compassionate environment where individuals feel supported. Our team believes in every client’s ability to achieve recovery and rebuild meaningful, engaged lives in their communities.

Position: Administrative Coordinator

Job Summary: The Administrative Coordinator plays a crucial role in ensuring the smooth operation of the facility by managing administrative tasks, safety protocols, and client interactions. The ideal candidate will be organized, proactive, and able to multitask in a fast-paced environment. They will work closely with staff and clients to provide a safe, welcoming, and efficient facility that supports the goals of Lighthouse Behavioral Health Solutions. This position reports to the Clinical Site Director.

Duties include, but are not limited to:

Ensure building safety by managing safety drills, maintaining the data safety binder, and overseeing compliance with safety protocols

Provide building safety training to all new facility staff

Upload and manage incident reports through the Ethico platform, ensuring timely and accurate documentation

Answer incoming calls promptly and professionally, directing them to the appropriate staff or department

Manage the lobby area to ensure it is welcoming, organized, and stocked with necessary documentation

Schedule, reschedule, and cancel appointments as needed. Provide reminder calls to clients for upcoming appointments

Schedule medical appointments for clients and assist in managing transportation or other logistics as needed

Oversee and manage make up group (MUG) lists to ensure accuracy and compliance

Maintain a high standard of cleanliness and order in the facility

Ensure brand consistency, report maintenance issues, and manage required documentation in the lobby

Oversee cleaning operations by managing the cleaning checklist and maintaining communication with cleaning vendor

Submit maintenance requests and follow up as needed

Order, manage, and organize office and facility supplies to ensure the facility is well-stocked

Ensures that office activities comply with LBHS policies and procedures

Manages delivery of mail and/or packages to appropriate parties, making sure outgoing mail has appropriate postage, and ensures the reception area is clear of deliveries

Create, collect, and maintain group logs, ensuring accurate and timely record-keeping

Mail discharge letters and notify clients of appointment cancellations in the event of staff call-offs

Checks clients into appointments in Carelogic and alerts appropriate personnel of incoming guests and clients

Inform the team via Microsoft Teams when a staff member calls off and update assignments accordingly

Assign staff in Carelogic and update the message board

Collect signatures on Carelogic documents, ensuring all required paperwork is completed and filed appropriately

Handle Mental Health and Recovery Services Board (MHRSB) applications and renewals, ensuring compliance with local and state regulations

Assist with client laboratory process as needed

Assist with client admissions process as needed

Required Qualifications:

High School Diploma or Equivalent

2+ years previous experience in customer service and office administration

Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)

Exceptional attention to detail and time management skills

Strong communication and interpersonal

Attention to detail and problem-solving skills

Ability to multitask and prioritize tasks effectively

Must pass BCI check, all Corporate Compliance checks, and employment drug screen

Desired Qualifications:

Bachelor’s degree in business or healthcare administration

Previous experience in healthcare or behavioral health

Familiarity with Ethico or similar incident reporting platforms

Schedule: Monday - Friday 8:30am - 5pm

Compensation: $18.52 - $24.00/hr

Location: Marysville, OH

Our benefits package includes paid time off (PTO and sick time), paid holidays, medical/dental/vision, 401(k), life insurance, paid continuing education with supervision, parental leave, and eligibility for loan forgiveness programs.

LBHS is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, national origin, sexual orientation, disability status, genetics, gender identity and/or expression, protected veteran status, or any other characteristic protected by federal, state, or local law.

LBHS adheres to Title VII of the Civil Rights Act as amended, Ohio Civil Rights Act, and all applicable rules and regulations. LBHS is an equal opportunity employer.