Office Manager

Job Summary

The Office Manager ensures smooth office operations by managing administrative tasks and maintaining an organized, efficient, and compliant work environment. This role involves a combination of administrative oversight, staff coordination, communication, and technical responsibilities to support service delivery and daily operations.

Key Responsibilities

Administrative Management

•    Coordinate and oversee office operations, procedures, and resources to maximize organizational efficiency.
•    Manage leadership schedules, appointments, and meetings . 
•    Maintain office supplies inventory, including equipment,  PPE and therapy materials.
•    Maintain marketing material, including ordering, inventory and packaging.
•    Assist with systems, like RingCentral and MobiTask, and technology devices (iPads, laptops, iPhones).

 Communication & Relationship Management

•    Serve as a liaison between departments, employees, vendors, and external partners.
•    Establish and maintain professional relationships with consumers, staff, and referral agents.

Property Management
•   Oversee facility maintenance, including repairs, landscaping, snow removal, and vendor relationships.

Policy Compliance and Operational Support
•    Ensure compliance with legal and safety standards.
•    Develop, implement, and monitor office policies and procedures.
•    Provide backup support to medical records roles and other administrative functions.
 

Qualifications

• Education: High school diploma or equivalent required; Associates degree in office administration or related field preferred.  Bachelor’s degree in business administration, Management, or a related field preferred.
• Experience: 3-5 years in a managerial or administrative role; experience in healthcare or working with individuals with disabilities is a plus.
• Technical Skills: 
• Proficiency in Microsoft Office Suite and familiarity with office management software (e.g., QuickBooks, Asana).

Key Attributes

•    Strong organizational and multitasking skills with a proactive mindset.
•    Exceptional customer service and communication abilities.
•    High attention to detail, professionalism, and confidentiality.
•    Ability to adapt quickly and manage urgent, overlapping tasks. 

Working Conditions

• Schedule: Full-time with occasional flexibility as required by operational needs.
• Physical Requirements: 
• Ability to sit for extended periods, lift office supplies up to 20 lbs, and navigate standard office settings.