Office Manager

Office Manager

Position Summary

The Office Manager is responsible for supporting the efficient day-to-day operation of the agency by coordinating administrative, business, and office support functions. This position serves as an important resource to staff, leadership, HR/Payroll, and visitors, helping ensure that administrative processes, office operations, safety requirements, supplies, and records are maintained accurately and efficiently.

The ideal candidate is organized, detail-oriented, responsive, and able to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Essential Duties and Responsibilities

Coordinate day-to-day business, administrative, and office support functions to promote efficient agency operations.

Review, code, and submit invoices accurately and within established payment timelines.

Prepare manual check requests and other payment-related documentation as needed.

Review and process employee timesheets and prepare transmittal logs within required deadlines.

Review timekeeping and productivity reports to support benefits eligibility and escalate discrepancies or concerns as appropriate.

Track and maintain documentation related to staff on-the-job injury claims.

Maintain accurate and confidential personnel files and records.

Conduct routine workplace safety and hazard surveillance and report concerns as appropriate.

Track completion of required safety, compliance, and mandatory employee training.

Participate in new employee orientation and assist with onboarding activities.

Prepare new-hire documentation, verify required employment documents, and submit appropriate paperwork to HR/Payroll.

Maintain accurate records and inventory of agency-issued mobile devices.

Coordinate maintenance of office equipment and maintain appropriate equipment logs.

Process and distribute incoming and outgoing mail.

Monitor medical supply inventory, order supplies for the stock room, and conduct quarterly inventory counts.

Order office supplies, forms, and other materials necessary to support agency operations.

Manage the agency phone system and make call-routing changes as needed.

Greet visitors professionally and escort or direct them to the appropriate waiting area when required.

Provide responsive, professional customer service to staff, patients, visitors, vendors, and other stakeholders.

Answer incoming calls, accurately document messages, and ensure messages are communicated to the appropriate individuals.

Maintain an accurate and up-to-date staff roster.

Protect the confidentiality of patient, employee, and organizational information in accordance with agency policies and applicable requirements.

Perform other related duties and responsibilities as assigned.

Minimum Qualifications

High school diploma or equivalent required; Associate degree or higher preferred.

Minimum of one (1) year of experience in healthcare office operations preferred.

Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.

Excellent written and verbal communication skills.

Strong attention to detail and accuracy.

Demonstrated customer service skills and professional demeanor.

Ability to handle confidential information with discretion.

Proficiency with standard office equipment and computer applications.

Ability to work effectively both independently and as part of a team.

Work Environment

This role is primarily office-based and may require prolonged sitting, computer use, phone communication, walking, standing, and occasional lifting of office materials or supplies.

Hourly range for posted region

$28 — $34 USD