Office Manager

Office Manager Dentalpracticecopilot Austin, TX Job Details Full-time 15 hours ago Qualifications Google Workspace Customer communication Google Docs Employee relationship building Team development Dental office experience Process management Full Job Description About Us Valor Dental is a high-volume, systemized practice dedicated to exceptional patient care and operational excellence. We operate on a highly structured, continuous cycling schedule designed to maximize efficiency and support our team. We are not looking for a passive administrator; we are seeking a disciplined, process-driven Office Manager to serve as the engine room of our front-desk operations, ensuring our human touch remains premium while managing scalable workflows. Position Overview As the Office Manager, your primary mandate goes beyond simple task execution. You will own the operational structure, team alignment, staff training, and relationship-building frameworks that keep our four-station practice running flawlessly. Operating as part of our core infrastructure, you will maintain process discipline, lead a high-performing front-desk team, and manage daily scheduling, payroll, and patient relations with absolute precision.

Key Responsibilities Daily Operational Rhythm & Alignment:

Arrive before the team to review the four-station schedule, ensure full coverage, check communications, and facilitate the mandatory daily 10-minute team huddle to align the front desk before doors open.

Team Training & Development:

Act as the primary management authority for team training. You will build and maintain monthly training calendars, run highly structured, standard-compliant training sessions, and directly observe skills to close performance gaps.

Onboarding & Performance Structure:

Directly manage the 90-day onboarding lifecycle for new hires, ensuring all HR paperwork, workstation logistics, daily check-ins, and formal 30/60/90-day development milestones are documented and executed.

Scheduling & Cycling Model Management:

Oversee our unique continuous cycling schedule, managing a cross-training matrix across all four stations to ensure zero gaps in coverage within a standard 40-hour work week. Handle same-day absences and leave requests with immediate structural adjustments.

Premium Patient Escalations:

Act as the ultimate standard for customer service. Personally resolve escalated patient complaints, billing inquiries, or scheduling issues in a private, consultative manner within a strict 5-minute initial response window.

Timekeeping & Payroll Administration:

Administer the bi-weekly pre-payroll verification checklist, auditing recorded hours, staggering-shift accuracy, PTO, and approved bonuses before processing.

System Documentation:

Maintain Google Drive as our single source of truth, ensuring all operational updates, personnel records, and performance tracking are meticulously documented in writing.

What We Are Looking For System-Driven Leaders:

You look at a business through the lens of processes, workflows, and accountability, not just individual tasks.

Exceptional Communication Standards:

You understand how to deliver constructive, private performance feedback, build deep professional trust, and put critical operational decisions in writing.

High Technical Competency:

Proficient with Google Workspace (Google Drive, Docs, Sheets) and digital communications (Google Chat/Email). Experience working alongside automated systems or AI-assisted CRM workflows is highly preferred.

Conflict Resolution Excellence:

Calm under pressure, possessing the consultative listening skills necessary to de-escalate patient or staff concerns efficiently.

Dental or Medical Management Experience:

Minimum of 2-3 years managing a multi-station front desk environment with shifting/cycling schedules is preferred.

Work Location:

In person