Lead Office Administrator TheraSupport Behavioral Health and Wellness - 4.0 Ann Arbor, MI Job Details Full-time 1 day ago Benefits 401(k) Qualifications Customer communication High school diploma or GED Full Job Description This is a hands-on, high-trust role for someone who enjoys bringing order, accuracy, and follow-through to the daily operations of a growing behavioral health organization. About TheraSupport Behavioral Health & Wellness We are a family-owned business that operates locally, emphasizing a people-centered philosophy. Our dedication is to provide individualized care and attention to every participant. We engage in collaborative, professional, and compassionate efforts to assist individuals with neurological injuries in achieving their optimal quality of life. Description The Opportunity The Lead Office Administrator coordinates the day-to-day payroll, billing, accounts receivable, front desk, scheduling, employee-file, and general administrative functions of TheraSupport. This person will serve as a central administrative resource for clients, employees, leadership, and external partners—and will be expected to take ownership of recurring responsibilities and carry them through to completion. The right person is highly organized, detail-oriented, trustworthy, responsive, and comfortable managing several priorities involving confidential employee, client, payroll, and financial information. What You'll Do Payroll & Employee Administration Process payroll accurately and on time through Gusto, including reviewing time, compensation, deductions, reimbursements, and required documentation. Maintain current payroll, tax, deduction, benefits, 401(k), onboarding, offboarding, and employment information. Resolve routine payroll discrepancies, respond to employee questions, and prepare reports and reconciliations for leadership or accounting. Maintain complete, accurate, and confidential personnel files throughout the employee lifecycle. Billing & Accounts Receivable Maintain accurate billing, payment, and accounts receivable records and assist with insurance benefit verification. Monitor aging accounts and provide consistent, documented follow-up on outstanding balances and Auto No-Fault claims. Identify missing information, billing discrepancies, and barriers to payment; coordinate resolution and escalate concerns appropriately. Prepare billing summaries, aging reports, payment reports, and clear account-status documentation. Front Desk, Scheduling & Administrative Support Serve as a welcoming and professional point of contact for calls, emails, visitors, clients, referral sources, vendors, and other partners. Support client scheduling in TheraOffice, including scheduling and rescheduling appointments, confirming visits, and communicating changes. Prepare intake paperwork and releases, track no-show and cancellation fees, and maintain accurate client demographic and insurance information. Maintain organized business, medical, payroll, and administrative records; process records requests in accordance with HIPAA and authorization requirements. Track recurring deadlines and follow-up items, support established business processes, and identify administrative gaps or inefficiencies for review. What You Bring A high school diploma or GED; a bachelor's degree in business, healthcare administration, accounting, human resources, or a related field is preferred. Experience in office administration, billing, payroll, reception, healthcare administration, or a related role. Experience maintaining accurate financial, payroll, billing, or accounts receivable records, including invoices, balances, payment follow-up, and reconciliations. Payroll-processing experience; familiarity with Gusto or a comparable platform is strongly preferred. Proficiency with Microsoft Office and experience with billing, scheduling, payroll, electronic health record, or practice-management software. TheraOffice experience is helpful but not required. Working knowledge of HIPAA and confidentiality requirements, along with sound judgment when handling sensitive information. The ability to work independently, manage recurring deadlines, adapt to changing priorities, and follow established procedures with consistent accuracy. What Will Help You Succeed Exceptional attention to detail, numerical accuracy, and strong organizational skills Clear, professional, and responsive communication Dependability, accountability, and consistent follow-through A calm, practical, solution-oriented approach with sound professional discretion The ability to spot incomplete or inconsistent information and pursue resolution Schedule Approximately 32 hours per week, typically Monday through Thursday, 8:30 a.m. to 4:30 p.m., with some flexibility in scheduling. TheraSupport Behavioral Health & Wellness is an Equal Opportunity Employer. We make employment decisions based on qualifications, merit, and organizational need, without regard to any characteristic protected by applicable law.