💫 We're Hiring: Administrative Coordinator (Private Mental Health Practice)

📍 Richmond, VA | Full-Time | In-Person

Are you the kind of person who can run a front desk like a boss, keep the details straight under pressure, and still make someone feel seen and supported the minute they walk through the door? Do you secretly love systems, labels, and color-coded inventory—but also know how to be flexible and human when the day throws you curveballs? Then keep reading, because we might be your people.

🪴 About Us

Westhampton Family Psychologists (WFP) isn’t your average mental health practice. We’re a thriving, multi-provider group practice catering to kids + families and rooted in clinical excellence, genuine collaboration, + whole-human leadership. We're here to provide patient-centered care and create a workplace where our people actually want to come to work. Our admin team is the backbone of that mission. Most of our crew has been together since 2020—and we don’t take that lightly.

We believe in doing meaningful work without burning out, showing up for one another, solving problems creatively, and having each other's backs. We're growing, and we're looking for someone to grow with us—not just someone who’s here to clock in and out.

🧠 The Role

This is not your average front desk role. While you will be checking patients in and out, answering phones, and scanning/faxing documents, you’ll also be coordinating care that changes lives, managing testing materials for our diagnostic team, keeping our records organized and HIPAA-compliant, and owning the details behind-the-scenes that make our patient care seamless.

If you’re someone who likes variety in your day, takes initiative, and thrives in a collaborative, fast-paced, deeply meaningful environment, this might be your dream job.

🛠 Responsibilities

Here’s what you’ll be doing (and doing well):

• 💁‍♀️ Front Desk Duties: Check patients in/out, answer phones, scan/fax documents, support providers with their daily flow.
• 📦 Inventory Management: Oversee our psychological testing inventory and place orders to keep us stocked.
• 🤝 Referral Coordination: Handle incoming referrals for therapy, med management, and educational services with accuracy and heart.
• 🗂 Medical Records Management: Process requests, maintain our records system, and serve as custodian of records.
• 🌱 Growth Projects (Optional but Encouraged): Help us level up! Once you’re settled, we’d love for you to grow into supporting with things like front office operations, supply management, and light staff oversight.

👀 We’re Looking for Someone Who…

• Has prior experience in a medical or mental health office (required).
• Knows a thing or two about insurance billing or is eager and ready to learn.
• Has exceptional attention to detail and follows through like a pro.
• Is curious, resourceful, and resilient—you don’t fall apart when things go sideways.
• Thrives in a team environment where communication, collaboration, and mutual respect matter.
• Is ready to take initiative, learn fast, and grow with us as we grow.
• Has a sense of humor, a big heart, and isn’t afraid of hard (but rewarding) work.

🙌 Culture

• A tight-knit team of brilliant, compassionate, slightly weird (in the best way) humans
• A low-drama, no-micromanagement leadership style—you’re trusted here.
• Opportunities for fast growth and additional responsibility as we expand
• A truly collaborative and supportive work culture where your ideas, growth, and well-being matter

⚙️ Logistics

Monday – Friday |  8 am – 6 pm  | 1-hour lunch break

💰 Compensation + Perks

This is a full-time, in-person W-2 position starting at $40,000 annually, with plenty of room to grow as you grow. We're looking for someone who’s ready to roll up their sleeves, contribute meaningfully, and potentially step into expanded responsibilities over time—and we’re happy to reflect that in your compensation as your role evolves.

While we don't currently offer traditional health insurance, we do offer:

• 💳 $250/month HSA stipend to support your healthcare expenses in the way that works best for you
• 🏖️ Paid time off to rest, recharge, and live your actual life
• 🪴 A SIMPLE IRA retirement plan, with up to a 3% employer match

📬 How to Apply

Send us your resume and a short cover letter or email telling us why this job feels like a great fit for you and what kind of team environment you thrive in. We don’t need a novel—just something real. Bonus points if you’ve got a favorite office supply or system that keeps you sane.

✨ Final Note

We’re not looking for perfect. We’re looking for someone dependable, kind, and driven. If you’re ready to dig in, show up, and grow alongside us—apply now. We can’t wait to meet you.