An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Full-time, In-person About Essence Medical Clinic Essence Medical Clinic is a high-end functional and integrative medicine clinic focused on personalized care, root-cause medicine, longevity, and hormone optimization. We proudly serve a large Brazilian and Portuguese-speaking patient population , in addition to English-speaking patients. We are committed to clinical excellence, organization, and delivering an elevated, concierge-level patient experience. We are seeking a strong, proactive Office Manager to oversee daily operations, lead the clinical team, and ensure seamless clinic flow while maintaining the highest standards of professionalism and patient care. Key Responsibilities Clinic Operations & Leadership Oversee day-to-day clinic operations to ensure efficiency, organization, and high-quality patient experience Lead, manage, and support clinical and administrative staff (medical assistants, nurses, front desk) Enforce clinic policies, workflows, and standard operating procedures Act as the primary point of contact between providers, staff, and ownership EMR & Administrative Oversight Manage and optimize EMR usage Ensure accurate documentation, chart completion, consents, and compliance Monitor scheduling, patient flow, and visit coordination Oversee intake processes, follow-ups, and patient communication systems Staff Management Train new hires on clinic systems, workflows, and expectations Schedule staff shifts and manage coverage Hold team members accountable to performance standards Foster a professional, respectful, and patient-centered culture Patient Experience & Front Office Ensure exceptional patient service from first contact to follow-up Handle escalated patient concerns with professionalism and discretion Oversee front desk operations, billing flow, and package coordination Business & Clinic Growth Support Assist with implementation of new services, packages, and workflows Support efficiency improvements to reduce provider burnout and optimize revenue Coordinate with ownership on operational priorities and problem-solving Required Qualifications Fluent in Portuguese and English (spoken and written) Minimum 2-3 years experience as an office manager or clinic manager (medical or wellness setting required) Strong leadership skills with the ability to manage and motivate clinical staff Experience working with EMR systems Highly organized, detail-oriented, and proactive Comfortable in a fast-paced, high-responsibility environment Strong communication, problem-solving, and decision-making skills Preferred Qualifications Experience in functional medicine, integrative medicine, wellness clinics, med spas or concierge medical practices Knowledge of hormone therapy, IV therapy, or wellness services Experience implementing workflows, SOPs, or clinic systems Financial awareness related to scheduling efficiency, packages, and operations What We Offer Competitive salary based on experience Leadership role with growth potential (expansion benefits) Direct collaboration with the Medical Director and ownership Professional, purpose-driven work environment Opportunity to help scale and structure a growing clinic
