Client Experience Specialist & Scheduler

Responsibilities

• Greet and assist clients, visitors, and professionals upon arrival
• Answer and route phone calls and emails; take accurate messages
• Provide a warm, trauma-informed experience for all guests and clients
• Monitor visitor access and uphold security procedures
• Act as first point of contact for client concerns or special needs

• Coordinate appointments for forensic interviews and medical exams
• Manage shared calendars and confirm availability with internal teams and external partners
• Cancel, reschedule, and notify relevant parties as needed
• Identify and document client needs, including but not limited to transportation, interpretation, and accessibility accommodations
• Receive and process referrals for services
• Input and maintain client data in systems such as Salesforce and Collaborate

• Prepare and distribute mail, faxes, and packages
• Maintain office supplies and equipment; coordinate vendor communications
• Assist with document preparation, filing, and database maintenance
• Perform regular office tidiness checks and work-related errands (e.g., post office)
• Ensure all meetings and events are properly posted on shared calendars

• Schedule and support meetings and conference room usage
• Assist with planning and execution of organizational events (refreshments, sign-in, nametags)

REQUIRED QUALIFICATIONS
• Bilingual (English/Spanish) – REQUIRED
• High School Diploma or equivalent; business technical training preferred
• Strong computer skills including MS Office, Outlook/Teams, and internet communication tools
• Experience in administrative support, scheduling, or client services

KEY COMPETENCIES
• Customer Service Orientation
• Trauma-informed and compassionate approach to working with clients
• Excellent verbal and written communication
• Ability to prioritize multiple tasks from various team members
• Strong organizational and time management skills
• Discretion and confidentiality in handling sensitive information
• Problem-solving mindset and willingness to seek support when needed
• Attention to detail and reliability with schedules and deadlines
• Adaptable and team-oriented

OTHER REQUIREMENTS
• Must pass criminal background check and E-Verify
• Professional and personal style aligned with Mosaic Georgia’s mission and culture
• Sensitivity to working with survivors of sexual abuse and violence

Criminal background check required

EOE