Front Desk Assistant Manager Box Acupuncture Traditional Chinese Medicine - 5.0 San Jose, CA Job Details Part-time | Full-time $20.00 - $22.50 an hour 18 hours ago Benefits Free parking Paid training Wellness program Paid jury duty 401(k) Paid time off On-the-job training Uniform allowance 401(k) matching Employee discount Paid orientation Opportunities for advancement Paid sick time Qualifications Spanish Medical office management English Administrative experience High school diploma or GED Full Job Description Fluent in English is required; bilingual in Spanish is preferred. In order to be considered for this position, please answer these four questions: What is your 5-year plan? Why do you want to work in our clinic? What do you know about acupuncture? Describe a time you had to manage or coordinate other team members during a busy or stressful shift. What happened, and how did you handle it? Applicants who do not answer these 4 questions will be automatically rejected. Box Acupuncture is San Jose's premier acupuncture clinic in the Bay Area! We are looking for an experienced Front Desk Assistant Manager to lead our front desk team and help run the daily operations of our constantly growing practice. We work with patients of all backgrounds, including professional athletes and executive professionals. This role is a step above our Front Desk Patient Coordinator position. You'll still be hands-on with patients and billing, but you'll also be the person the other front desk coordinators look to for direction during the day — assigning tasks, solving problems in real time, and making sure the clinic runs smoothly from open to close. If the front desk has a rough day, it's your job to know why, fix it, and keep it from happening again. We need someone who is a natural leader: calm under pressure, comfortable giving direction to coworkers, and able to make decisions independently without needing to escalate every issue. Our ideal candidate has prior front desk or office management experience (medical office strongly preferred), is sharp with numbers and insurance/billing work, and takes ownership of outcomes — not just tasks. Because this role carries oversight of the front desk team and daily patient flow, the Assistant Manager is directly accountable for how smoothly the front desk runs during their scheduled shifts. If patients aren't being accommodated properly, the schedule falls apart, or coordinators aren't completing their tasks on a shift you're managing, that responsibility sits with you. If you're not comfortable being held accountable for outcomes beyond your own individual tasks, this position is not for you. If you can build this position into your own, lead by example, and keep a team of coordinators organized and accountable, this position is for you. If you are timid, conflict-avoidant, or uncomfortable directing coworkers, this position is not for you. This position can grow into a Front End Manager or Insurance Claims Manager role, with increased responsibility, a broader team, and financial growth as our practice expands. Your goal is to make sure every patient — new or existing — is accommodated and taken care of from the moment they walk in or call, to the moment their visit and payment are wrapped up, and to make sure the front desk team is working together efficiently to make that happen every single day. Our clinic culture is that we work together to ensure patients are relaxed and enjoy the environment of receiving treatment. As Assistant Manager, you set the tone for that culture at the front desk and make sure your team carries it out consistently. Responsibilities Team leadership & daily operations Direct and coordinate the daily tasks of the Front Desk Patient Coordinators — assigning check-in/check-out coverage, phone coverage, and billing tasks throughout the shift Serve as the point of accountability for front desk operations during your scheduled shifts, including patient flow, scheduling accuracy, and team performance Identify and resolve day-to-day problems at the front desk before they escalate (scheduling conflicts, patient complaints, staffing gaps) Step in to cover any front desk role (check-in, phones, billing) when coverage is short Help train new Front Desk Patient Coordinators and reinforce clinic procedures Patient accommodation Ensure all new and existing patients are greeted, checked in, and seen without unnecessary delay or confusion Personally handle escalated or sensitive patient situations (billing disputes, scheduling errors, dissatisfied patients) Explain treatment costs, co-pays, and insurance coverage clearly to patients when needed Billing & insurance Verify insurance eligibility and benefits prior to patient visits Process invoices, collect payments, and reconcile daily transactions Oversee and assist with insurance claims submission, follow-up, and correction of billing errors Review the team's billing and scheduling work for accuracy Administrative Answer phones and manage office communications with a warm, helpful tone Maintain accurate patient records and billing documentation Ensure confidentiality of sensitive patient and financial information Support patient flow and assist with room turnover as needed Skills Prior front desk, office management, or supervisory experience required; medical office experience strongly preferred Comfortable directing and holding coworkers accountable for daily tasks A genuine people person — friendly, warm, and well-spoken with patients and practitioners Strong problem-solving skills and sound judgment under pressure Comfort with insurance terminology (eligibility, EOBs, co-pays, deductibles, claims) Solid math skills — comfortable calculating treatment costs and reconciling payments Responsible, punctual, and detail-oriented Outstanding organizational and multitasking skills — able to manage people and processes simultaneously Patience and discretion when handling sensitive financial and medical information High school diploma required; college coursework a plus Spanish-speaking or Chinese-speaking a plus Schedule We are open 7 days a week. This role requires availability that may include Saturdays and Sundays, 8:30 AM-5 PM, in addition to weekday shifts, for a total of at least 24-32+ hours per week depending on scheduling needs. As the Assistant Manager, reliability is critical — this role is depended on to keep the front desk running, so consistent attendance and punctuality are essential. Reliable transportation to and from this location is required. We are looking for a stable, long-term hire who wants to grow with our practice. Benefits 401(k) 401(k) matching Employee discount Free parking On-the-job training Opportunities for advancement Paid jury duty Paid orientation Paid sick time Paid time off Paid training Uniform allowance Wellness program PTO and sick time are available after a 90-day probationary period, and 401(k) is available after a full year of work. FIGS scrubs will be provided after the initial 90-day probationary period.

Pay:

$20.00 - $22.50 per hour Expected hours: 24.0 - 32.0 per week

Benefits:

401(k) 401(k) matching Employee discount Free parking Paid jury duty Paid time off People with a criminal record are encouraged to apply

Work Location:

In person