Front Office Manager

PART TIME AND FULL TIME POSITIONS AVAILABLE!

Job Title:

Office Manager Department:

Administration Reports to: Operations Manager, Executive Team, and/or

CEO/Director Job Summary:

The Office Manager is responsible for overseeing the daily operations of the office, ensuring that all administrative functions run smoothly and efficiently. This role involves managing office staff, coordinating office activities, maintaining office services and supplies, and ensuring adherence to the company's 10 core values. The Office Manager also plays a critical role in maintaining the company culture, boosting productivity, and providing translation services as needed.

Job Requirements:

Must be bilingual in Spanish (speaking, reading, and writing)

Key Responsibilities:

Office Management:

Oversee the work of all office employees to ensure productivity, deadlines, and adherence to company standards and core values (Compassion, Integrity, Respect, Adaptability, Accountability, Collaboration, Creativity, Drive, Excellence, and Fun). Supervise office staff, including administrative assistants and receptionists, providing guidance, support, and performance evaluations. Counsel employees who may be struggling in their roles, providing guidance and support as needed. Interview, train, and onboard new office employees, including organizing their employment paperwork. Maintain, shape, and sustain the company culture to foster a positive work environment. Regularly assess the company's overall well-being and implement proactive approaches to prevent operational or productivity issues. Develop and implement office policies and procedures to enhance efficiency and effectiveness. Boost and improve team productivity through various strategies and initiatives. Manage office budgets, including tracking expenses and purchases. Ensure that office equipment is properly maintained and arrange for repairs as needed.

Administrative Support:

Coordinate office activities and operations to secure efficiency and compliance with company policies. Manage calendars, schedule meetings, and organize company events and conferences. Answer telephone calls and emails from customers and clients, directing them to relevant staff members. Handle all front office activities, including visitor/patient management and processing copays. Manage all referrals and ongoing client relationships to ensure high levels of service and satisfaction. Prepare and distribute reports, memos, and other internal communications. Oversee the maintenance of office records, files, and databases, ensuring accuracy and confidentiality. Assist with onboarding new employees, including setting up workstations and training on office procedures. Create and manage the office budget, ensuring compliance by all employees. Monitor office supplies and order new stationery, furniture, appliances, and electronics as needed. Organize maintenance services to keep the office clean and safe, ensuring all appliances are in good working order. Translation Services (For Bilingual Positions): Provide translation services for clients, visitors, and staff, ensuring clear and accurate communication across languages. Translate documents, presentations, and emails between languages as required. Facilitate meetings and interactions by offering oral translation services, ensuring all parties can communicate effectively. Assist in resolving communication barriers that may arise due to language differences.

Protocol and Procedure Management:

Follow all existing office protocols and create or amend protocols as needed to improve office operations. Maintain the accuracy of EMR (Electronic Medical Records) data to ensure compliance and reliability. Develop new processes and procedures to enhance office efficiency and productivity. Support to

Staff and Management:

Provide support to all staff members as needed, including assistance with payroll, billing, and administrative tasks. Assist the director with various tasks and serve as a key point of contact for office related matters. Schedule new hires and current employees as necessary to ensure smooth operations. Support sister companies and other administrative departments as required. Provide executive support to senior management/CEO as needed, including handling confidential information. Assist in the preparation of business presentations, reports, and other documents including but not limited to payroll and billing reports.

Customer and Visitor Relations:

Serve as the primary point of contact for office-related inquiries from clients, visitors, and vendors. Greet and assist visitors in a professional and welcoming manner. Handle complaints, service issues, or other concerns promptly and effectively. Create positive business relations with funding sources and maintain a steady flow of referrals. Provide exceptional support to customers, clients, and visitors, ensuring their needs are met promptly and professionally. Market the company's services to ensure a steady flow of business and maintain strong referral networks. Ensure service is provided in a timely manner using best practices.

Facility Management:

Ensure the office environment is clean, safe, and conducive to productivity. Coordinate with service providers for maintenance, repairs, and security. Manage office supplies inventory, including ordering, stocking, and reordering as necessary.

Leadership and Team Management:

Exhibit strong leadership abilities to manage challenges, oversee employees, and maintain a productive work environment. Provide ongoing support to the director and report office progress to senior management, working with them to improve operations and procedures. Conduct regular staff meetings to ensure communication and alignment of office goals. Monitor and manage office health and safety standards, ensuring compliance with regulations.

Other Duties:

Handle any ad hoc projects or tasks as required by the executive team. (An ad hoc project is a one-time activity that arises unexpectedly or is not part of a pre-planned project schedule.)

Skills and Qualifications:

Strong written and verbal communication skills for producing reports, assigning tasks, handling vendor contracts, and more.4 Excellent organizational skills and the ability to multitask across a wide variety of tasks. Flexibility to adapt to new tasks as company or office needs change. Strong interpersonal skills for positive interaction with employees, patients, and visitors. Attention to detail to ensure all tasks are completed thoroughly and correctly.

Position Requirements:

Communication skills: Professional and Persuasive Skills Experience in staffing and scheduling Ability to work in a fast-paced office environment Fast learner Accuracy and SPEED in doing task. Strong ability to multi-task and problem-solve Expertise in the use of computers Good organization, communication, and attention to detail Positive, professional, and friendly attitude Ability to work early evenings (Up to 7:00 PM; Weekends if necessary): from home if needed. Must possess the following

CORE VALUES

Compassionate, Integrity, Respect, Adaptable, Accountable, Collaborative, Creative, Driven, Excellence, and FUN!

Job Type:

Full-Time (5 days/week, 8 hours/day)

Job Type:

Full-time Pay:

$18.00 - $23.00 per hour Expected hours: 20 - 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Retirement plan

Work Location:

In person