Customer Service Administrative Assistant

Company Overview

VAYANA is a mental health clinic that delivers evidence-based psychological support in a culturally responsive way, both in person and through digital services. The organization focuses on emotional well-being, personal development, and making quality mental health care available in a caring and professional setting.

Role Summary

This is a full-time, on-site position based in Riyadh. The selected candidate will act as a front-facing support professional, greeting clients, coordinating appointments, handling everyday administrative and customer service tasks, and helping ensure each client has a respectful, warm, and confidential experience. The role also involves assisting clinicians and management with operational and administrative duties to keep the clinic running smoothly.

Key Responsibilities

In this role, you will support both clients and the internal team by managing communication, schedules, records, and daily clinic workflow.

• Receive clients courteously and provide a welcoming, helpful first point of contact.
• Organize appointment bookings, reminders, confirmations, and follow-up communication.
• Handle incoming phone calls, emails, WhatsApp messages, and general client queries.
• Coordinate closely with clinicians on schedules and operational needs.
• Maintain organized and accurate client files, records, and administrative documents.
• Assist with everyday clinic operations and routine administrative processes.
• Support data entry, report preparation, and document handling.
• Help create a smooth, professional, and positive experience for every client.

Required Qualifications and Attributes

The ideal candidate should bring strong communication skills, organization, professionalism, and comfort working in a client-facing environment.

• Excellent verbal and written communication, with strong interpersonal skills.
• Ability to engage with clients and colleagues in a respectful, empathetic, and professional manner.
• Strong organizational ability and keen attention to detail.
• Capability to manage several tasks and priorities efficiently.
• Comfort using Microsoft Office and everyday digital communication tools.
• Willingness and ability to learn clinic management and CRM systems.
• Professional fluency in both Arabic and English, spoken and written.
• High standards of discretion, confidentiality, and reliability.
• Ability to handle sensitive situations with maturity and professionalism.
• Positive, polished attitude and strong time-management skills.
• Comfort working in a fast-paced environment.
• Genuine interest in supporting mental health services.

Work Environment

This role is based at the clinic in Al Narjis District, Riyadh, and requires working on site.

Additional Information

The source did not mention salary, number of openings, start date, application deadline, or a specific eligibility restriction beyond the qualifications listed above.

Arabic Details

ڤايانا هي عيادة للصحة النفسية تقدم خدمات نفسية مبنية على الأدلة العلمية من خلال الخدمات الحضورية والرقمية، وتهدف إلى دعم الرفاه النفسي والنمو الشخصي وتوفير رعاية نفسية عالية الجودة في بيئة مهنية وإنسانية داعمة. هذه الوظيفة بدوام كامل داخل مقر العيادة في حي النرجس بمدينة الرياض. تشمل المهام استقبال المستفيدين، وتنظيم المواعيد، والرد على الاتصالات والاستفسارات، والتنسيق مع المختصين، والمحافظة على السجلات، ودعم العمليات اليومية للعيادة، والمساهمة في إعداد التقارير وإدخال البيانات وتنظيم المستندات، مع الحفاظ على الخصوصية والاحترافية وتقديم تجربة سلسة ومميزة للمستفيدين.