Office Manager Jobs

Office Manager is responsible for leading the office team in providing exceptional client service experience, managing client scheduling and interactions daily, back office, operations, and various administrative duties as required. The Manager’s priority is to ensure that every client leaves with a smile.

Client Scheduling

• Manage no-shows and charge accordingly.
• Manage client confirmation process and cancellation policy.
• Maintain a cancellation list and work to fill open clinic spots with clients.
• Oversee client scheduling in scheduling software.

Client Interactions

• Oversee client forms, bloodwork transposition, and nutrition schedules
• Maintain reception area including Berkey and Water Pot area
• Work closely with the Patient Experience Manager to provide the best service to our clients.
• Ensure proper payment including client returns, prepaid packages, spa services, and more.
• Responsible for providing excellent client service so everyone leaves with a smile
• Handling client feedback – questions/complaints. Work with appropriate staff to resolve
• Oversee ancillary testing which includes blood typing, Omegaquant, UA testing, and InBody
• Oversee prepaid packages which include selling and maintaining a record of use
• Oversee check-in/check-out process

Back Office Operations

• Oversee online, email, and phone orders.
• Oversee Lock Box Items
• Oversee pricing in software system
• Oversee maintenance for LWCNC
• Maintain Inventory in the clinic
• Maintain all equipment and supplies for the spa.

Accounting and Reporting

• Oversee all known monthly recurring bills
• Provide stats as requested by management. Some examples include run sales report and inventory on hand, both of which need to go to the accountant. Other reports include practitioner product sales, service count, and client ledger balances
• Compile all timesheets for all staff except clinicians LWCNC and forward to the accountant.
• Maintain cash flow for office
• Manage PayPal to bank transactions

Operations and Front Office Administration

• Managing payroll/timesheets for office staff.
• Order and restock all necessary office supplies
• Hiring of office staff in conjunction with Dr. Chapa
• Scheduling of office staff for maximizing front desk coverage.
• Manage office equipment and IT systems.
• Write letters/cards as requested
• Oversee Cleaning Duties for the facility. Assign responsibilities to different areas as needed.
• Responsible for the development of standard operating procedures for office.
• Develop and maintain client paperwork for operations & front office operations. This paperwork includes client forms, home test kits.
• Lead Office Team Meetings
• Onboarding and evaluation of office staff
• Oversee cross training throughout the office staff to ensure everyone can backfill another’s spot at any time.
• Responsible for opening and closing front office operations

Marketing (Internal and External)

• Promote LWCNC events as directed by the Marketing Communications Manager.
• Develop and Provide Social Media Content as needed by Marketing Communications Manager.
• Assist with bringing potential outreach events to Marketing Communications Manager for approval
• Assist, as necessary, the Marketing Communications Manager with developing a yearly calendar of internal and external events. This will include things such as Living Well Classes, possible homeschool/nutrition classes, and more.

Other duties as assigned

Qualifications

• Friendly and upbeat demeanor
• Strong ability to multitask
• Experience with administrative and clerical work Proficiency in Microsoft Office suite
• Strong communication skills