Office Coordinator - NYC

Get to Know Rivia Mind

At Rivia Mind, we believe great mental health care begins with a human connection.

Where We Are: We are a psychiatrist-owned mental health practice rooted in New York City, serving individuals across New York, New Jersey, Connecticut, Florida, and Massachusetts through both virtual and hybrid appointments.

How We Support: With a Whole-Person Lens, we provide compassionate, science-based care that honors the full complexity of a person’s biology, psychology, and life circumstances. We go beyond symptom management with an interdisciplinary care model grounded in collaboration, personalization, and delivered with warmth, respect, and clinical integrity. We bring a high-touch, human-centered approach to every aspect of care, from clinical treatment to operational coordination. Click Here to learn more about our services. 

Thrive Together: 🌟 Our shared North Star unites us to provide the best patient experience. 

At Rivia Mind, we cultivate a collegial culture rooted in:

• A foundation of shared values and reciprocal support
• A mindset of curiosity, learning, and growth
• A spirit of warmth, openness, and authentic connection

Together, we turn challenges into opportunities, and every team member helps shape the future of care at Rivia Mind.

Job Summary

The Office Coordinator plays a vital role in ensuring smooth, professional, and welcoming day-to-day operations at Rivia Mind’s NYC office (Manhattan, NY - 2 blocks from Bryant Park) while supporting coordination and processes across Rivia Mind’s multi-office footprint. This role balances frontline support with behind-the-scenes systems that help maintain the quality, safety, and reliability of our physical spaces and workflows.

Serving as a key point of contact for in-office logistics, incident tracking, and inventory management, the Office Coordinator supports employees, patients, and leaders alike. You’ll work closely with Clinical Operations, Patient Operations, and cross-functional teams to ensure that every detail is handled with care, consistency, and precision.  In addition, this role supports Rivia Mind leadership with special projects and initiatives. 

Who We Are Looking For

• A warm, grounded presence that reflects Rivia Mind’s mission and patient-centered approach.
• Dependability, curiosity,  initiative, and the ability to keep multiple workflows moving without losing sight of details.
• Enthusiasm for process improvement and contributing to a culture of safety and excellence.
• An organized team member who is proactive and system-oriented.
• Respect for diverse perspectives, lived experiences, and inclusive collaboration.

Application Window: Until April 29th, 2026
Anticipated Start Date: June 1 or June 8, 2026
# of Openings: 1

Job Responsibilities & Qualifications

Office Operations & Logistics - 60%
Manage daily in-office functions, such as space readiness, patient greetings, room coordination, supply inventory, mail handling, check deposits, vendor communications, and basic equipment upkeep.  Be the point of contact for staff questions, including printers, wifi, etc. Ensures a well-run, efficient, and welcoming office environment.
Administrative & Cross-Team Support - 30% 
Provide clerical and project-based support, including document organization, file access, and occasional help with phones, scanning, or scheduling. Assist with inter-office coordination and communications across teams.  Support leadership with special ad hoc projects and assignments.
Risk, Safety & Service Response - 10%
Act as the local point of contact for the office, including oversight of safety protocols and incident tracking. Monitor risk-related systems (e.g., emergency supplies and signage), support response efforts, and help to establish office-specific protocols. Maintain a calm, professional presence for staff and patient requests.

Responsibilities

• Greet patients and monitor the arrival and departure of patients, staff, and vendors.
• Maintain an on-site presence to manage daily operations, ensuring the office and personal workspace remain clean, organized, HIPAA compliant,  functional, and aligned with Rivia Mind’s standards of care and brand presentation.
• Serve as an in-office resource for patients by referencing the company EMR to confirm clinician presence, answering basic questions, and ensuring seamless handoff to Patient Operations for detailed scheduling or financial inquiries.
• Provide “virtual” office support to Rivia Mind’s satellite offices, including coordination with site management, ensuring appropriate office supplies and logistic coordination.
• Track and coordinate space usage, room assignments, and office access across departments and clinicians for the NYC and satellite offices, including assigning keys, swipe cards, or access codes during onboarding and communicating access assignments to the People Ops team.
• Manage inventory, tracking, and maintenance of office equipment.
• Sort, scan, and distribute incoming mail daily; identify and escalate time-sensitive items.
• Deposit physical checks at the bank on a scheduled basis, with appropriate documentation.
• Support file access, organization, and upkeep of shared administrative systems.
• Facilitate light maintenance, equipment troubleshooting, and vendor coordination when needed.
• Serve as an on-the-ground liaison for safety protocols, emergency procedures, and incident reporting; support execution of on-site protocol, risk management, and safety systems.
• Respond promptly and professionally to staff and patient inquiries within the physical office.
• Perform additional duties as assigned by supervisor and Rivia Mind leadership team.
• Provide back-up administrative support to the leadership team and support coordination of NYC-based events. Supports a friendly work culture that encourages a fun, collaborative, and co-learning environment that benefits individuals' well-being, self-improvement, and potential.

Qualifications, Skills & Attributes

Required Education Level: High school diploma or equivalent required.

• 3-5 years of experience in an office coordination, administrative, or facilities support role.
• Demonstrates sound judgment and prioritization in a fast-paced, interruption-driven environment.
• Communicates clearly and consistently across virtual channels to keep teams aligned, engaged, and informed.
• Strong organizational and tracking skills; detail-oriented with a systems mindset.
• Friendly and professional demeanor with a commitment to excellent service.
• Ability to perform essential job functions, which may occasionally include handling materials up to 15 lbs. Reasonable accommodations may be provided in accordance with applicable laws.
• Flexibility to support occasional in-person operational needs, such as attending or assisting with team events or site-based activities.
• Working comfortably in an on-site, public-facing role that requires effective cross-functional and cross-location collaboration using both physical and virtual communication methods.
• Demonstrate intermediate to advanced computer literacy, with strong troubleshooting ability and adaptability in a remote, tech-driven work environment
• Skilled in navigating a variety of digital platforms with confidence, including Google Workspace (required) as the company-wide operating system, and standard office technology (e.g., Wi-Fi, scanners, and printers)
• Ability to reliably commute to and maintain consistent on-site attendance at the assigned office location five days per week, in alignment with business needs and applicable laws.

Benefits

Compensation & Employment Details

Pay Range: $50,000 - $58,000
Department: Administration
Supervisor: COO
Supervisees: NONE
Employment Status: Full Time
Exemption Status: Non-Exempt

​​Work Schedule

Work Environment: On-Site, 5 days a week - This is a fully on-site role based in NYC, with expected in-office presence during standard business hours.

Work Schedule: M-F, 9 am to 5 pm

Compensation Determination: The pay range listed reflects the minimum and maximum base salary for this role, determined through an internal compensation assessment that considers similar labor markets to our practice across the United States. Actual compensation is influenced by compensable factors such as location, role responsibilities, required skills, relevant experience, qualifications, role level, and applicable credentials. It is uncommon for an individual to be hired at or near the top of the posted range. In addition to base salary, total compensation may include bonuses, commissions, or other incentives depending on the role.

Location Eligibility: At this time, we are only able to consider applicants whose primary residence is in one of the following states within the United States of America: Connecticut, Florida, Massachusetts, New Jersey, New York, North Carolina, Pennsylvania, South Carolina, Texas. Because this is not a solely on-site role, your primary residence must remain in one of these approved states. Please note that residing outside of these states—even temporarily—may result in employment eligibility issues, tax implications, or other regulatory concerns. If your location changes or you're based elsewhere, we encourage you to stay connected for future openings. 

Equal Opportunity Employer:  Rivia Mind is an Equal Employment Opportunity Employer. It is the policy of Rivia Mind to provide equal employment opportunities without regard to race, color, ancestry, religion, sex, gender identity or expression, pregnancy, age, ethnic or national origin, immigration or citizenship status, hair, weight, height, disability, marital status, veteran status, sexual orientation, genetic information/GINA, political affiliation or activity, or any other protected characteristic under applicable law. It is also the policy of Rivia Mind that qualified individuals with disabilities receive equal opportunity regarding job application procedures, hiring, and all aspects of the employment process. Rivia Mind is committed to the full inclusion of all qualified individuals. Consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws, it is the policy of Rivia Mind to provide reasonable accommodations when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If reasonable accommodation is needed to participate in the job application or interview process, pre-employment testing, to otherwise participate in the selection process, to perform the essential job functions, and/or to receive other benefits and privileges of employment, please contact us directly.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Rivia Mind participates in E-Verify to confirm the identity and employment eligibility of newly hired employees. Right to Work Poster, and E-Verify Poster

Applicants must be authorized to work in the United States. We are unable to sponsor work visas at this time.

This is in accordance with applicable federal, state, and local laws, including Title VII of the Civil Rights Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the Genetic Information Nondiscrimination Act.

If you need assistance or accommodation due to a disability during the application process, please contact our Talent Acquisition team at talentacquisition@riviamind.com.