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Office Manager & Front Desk Operations Lead Family Counseling Services of Northern Illinois - 5.0 Rockford, IL Job Details Full-time $22 - $26 an hour 15 hours ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Paid time off Vision insurance Life insurance Retirement plan Qualifications Vendor relationship building Customer communication Microsoft Excel Maintaining patient confidentiality Microsoft Office Administrative experience EMR/EHR Productivity software Associate's degree

Technical Proficiency Full Job Description Job Title:

Office Manager & Front Desk Operations Lead Company:

Family Counseling Services (FCS)

Location:

Rockford, IL -

On-site Job Type:

Full-time, Monday-Friday Reports To:

Client Services Manager & CEO The Role at a Glance As the Office Manager & Front Desk Operations Lead, you will ensure the smooth, efficient, and professional functioning of our office. You will champion the client experience, support our clinical team, manage facilities and technology, and supervise our part-time evening front desk staff.

Key Responsibilities Client Experience:

Serve as the welcoming first point of contact; manage incoming inquiries with warmth; maintain a polished reception area.

Front Desk Leadership:

Supervise, train, and schedule part-time evening front desk staff to ensure consistent, high-quality service.

Scheduling & Clinician Support:

Optimize therapist calendars in our scheduling system, partner with clinicians on workflow preferences, and minimize scheduling gaps.

Office & Facilities Management:

Coordinate IT support, phone systems, facility maintenance, security protocols, and vendor relationships.

Data Integrity & Billing Support:

Maintain compliant client records, manage digital files, and enter/reconcile insurance and payment info across billing systems and QuickBooks.

Team & Culture:

Coordinate staff events, support onboarding for new hires, and foster a collaborative, service-oriented culture.

Qualifications Experience:

2-3+ years in office management, administrative leadership, or front-desk operations (healthcare or mental health setting preferred).

Education:

Associate degree or higher in business administration or a related field preferred (solid experience can offset degree requirement).

Tech Savvy:

Proficiency with Microsoft Office Suite (Word, Excel) and comfort learning electronic health records and billing systems.

Key Skills:

Strong customer service orientation, excellent problem-solving skills, and the ability to multi-task calmly in a fast-paced environment.

Discretion:

Absolute commitment to maintaining strict client privacy and confidentiality. What Makes You a Great Fit? You take a natural sense of ownership over your space and systems. You have a warm, professional communication style that builds immediate trust. You are proactive, anticipate operational needs, and constantly look for ways to streamline processes. Compensation and Benefits $22-$26 per hour depending on experience. Vacation, paid holidays, PTO, and generous paid time off during end-of-year holidays. Comprehensive health, dental, vision, disability & life insurance package. Simple savings retirement plan. About Us At Family Counseling Services (FCS) , we provide high-quality mental health services in a supportive, confidential environment. We are seeking an Office Manager & Front Desk Operations Lead to take full ownership of our client-facing environment, internal administrative systems, and operational backbone. If you are a proactive professional who thrives on organization, leadership, and creating a welcoming atmosphere, we want you on our team!

Pay:

$22.00 - $26.00 per hour Expected hours: 32.0 - 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance Application Question(s): 2-3+ years required in office management, administrative leadership, or front-desk operations (healthcare or mental health setting preferred)

Education:

Associate (Preferred)

Work Location:

In person