Ready to be the backbone of a fast-moving, mission-driven team?

PRO Companies is looking for a highly organized, detail-oriented, and proactive Client Service Coordinator to help keep our day-to-day running smoothly and efficiently. If you thrive in dynamic environments, love solving problems before they arise, and get excited about creating streamlined systems that support real impact—this is the role for you!

About PRO:

PRO Companies is a dynamic organization hiring professionals in human services and health and wellness. Our PRO ABA Services division provides Intensive Behavioral Health Services to children and youth in home, school, and community settings, while our PRO Pediatric Services division delivers a variety of school-based services. With a strong presence in various counties across Pennsylvania, we aim to positively impact individuals and communities.

What You’ll Do:

The Client Service Coordinator (CSC) role is to assist the operations and clinical teams in day-to-day processes that support the efficient operations of PRO Companies. The CSC works with all members of the business and client teams, including, but not limited to, internal operations and clinical teams, school administrators, and professional providers. The CSC may be involved in any business function that is appropriate, including but not limited to, job functions listed below. The CSC is expected to communicate clearly and in a timely manner with any team and/or client member. This position is required to keep accurate business records for projects that they may be involved in and accurate and complete client and staff records per contract requirements. The CSC may also occasionally assist in the operations of other PRO Companies as need dictates.

**This is a hybrid position based at our King of Prussia office. Occasional flexibility in start and end times may be required to support evening appointments on Mondays, Wednesdays, and Thursdays, with availability needed until 6:00 PM on those days.**

Essential Job Functions

• Maintain working knowledge of regulatory and funder requirements for the service lines offered
• Serve as liaison between internal departments and school district contacts
• Assist in the daily operation of the assigned branches, including the physical plant and the creation of a culture committed to high quality customer service.
• Contribute to the office team in all activities related to staff recruiting, hiring, job assignment, payroll and staff well-being.
• Support with provider onboarding, clearances, orientation, and scheduling
• Maintain regular communication with the Human Resources team to follow established staff-related procedures.
• Maintain compliance in accordance with company policies and procedures, laws and regulations, and professional standards within the state of practice.
• Contribute to employment decisions affecting, including hiring, coaching and termination.
• Identify and work with clients and funders to establish and maintain reliable business relations.
• Maintain open communication with families/guardians to respond to their inquiries and needs in a timely manner.
• Work with the office team to meet service and financial goals on a regular basis.
• Work in collaboration with office staff to maintain appropriate operation of the branch to meet the operation’s goals.
• Learn the functions and use all established systems for office operations (e.g., email, EMR, Word, etc.).
• Promote a safe and efficient working environment by adhering to company policies and procedures.
• Maintain confidentiality of all company- and client-related information.
• Attend and participate in staff meetings, required in-services, agency PI activities and other meetings as requested.
• Assist in ensuring that staff schedules meet the needs of the children, youth and young adults served and accommodate their parents’, legal guardians’ or caregivers’ schedules.
• Ensure compliance with staff qualifications and training requirements.
• Assist in monitoring the administrative procedures in compliance with IBHS regulations, as appropriate.
• Participate with upper management in monitoring the company’s quality improvement plan.
• Promote an environment of quality and safe client care through participation, development, and adherence to the QA plan and associated activities and metrics.
• Works with staff in assigned branches to maintain client satisfaction.
• Participate in weekly internal team meetings (clinical and operations).
• Ensure client and staff confidentiality are maintained at all times in all locations (e.g., desk organization, timely collection of printed documents, awareness of surroundings when disclosing confidential information, etc.).
• Participate in initial staff orientation or interviews as needed.
• Maintain appropriate communication and interactions with all team members to ensure high quality services with all clients and staff.
• Offer flexibility of work schedule, based on the needs of the clients.
• Ability to prioritize information by responding to pertinent and priority e-mails and phone calls in a timely manner.
• Ability to adapt to the changing educational/healthcare environment and legislation.
• Ability to demonstrate fluent utilization of electronic management systems within 30 days of employment.

Requirements

• Minimum of an Associate's degree from an accredited higher education institution.
• Working knowledge of K-12 school operations is highly preferred
• Proficiency with Microsoft Office (i.e., Excel, Word, PowerPoint, etc.) 
• Excellent verbal and written communication skill.
• Attention to detail and excellent time management.
• Ability to work both independently and collaboratively in a fast-paced environment.

Preferences

• Knowledge of case management protocols as it relates to behavioral health, mental health and educational supports staffing.
• Ability to learn and navigate a variety of systems.

Other Skills/Abilities

• Must be able to adhere to confidentiality standards and professional boundaries at all times.
• Ability to remain calm and professional in stressful situations.
• Ability to work with a team of service providers.
• Ability to interact comfortably with culturally and linguistically diverse families.
• Effective problem-solving and conflict resolution.
• Excellent organization and communication skills.

We are an Equal Opportunity Employer. Applicants are considered for this position without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, parental status, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state, or local law.