Job Title: Office Manager

Reports To: CEO and Chief Operations Officer

Summary:

The Office Manager is responsible for overseeing daily office operations to ensure smooth workflows, managing staff performance, and performing related administrative duties. This role includes oversight of various departments such as Front Office, Back Office, and Billing/Claims, as well as handling payroll and ensuring staff compliance with company policies.

About the company:

Our client is dedicated to helping individuals achieve their health goals through personalized nutrition plans that make healthy eating both enjoyable and sustainable. They specialize in areas such as weight management, pregnancy nutrition, diabetes care, and vegan/vegetarian diets. With a holistic approach that considers lifestyle, genetic, and environmental factors, they provide tailored guidance to clients. By promoting plant-based, wholesome eating along with exercise and goal-setting, our client supports individuals on their wellness journey at their own pace, empowering them to make food choices that benefit both their health and the planet.

Work Schedule:

• Monday to Friday, 9 AM - 6 PM

Responsibilities:

Office Operations:

• Coordinate and monitor daily office activities to meet company requirements.
• Set goals and identify resources (staff, tools, funds) needed for office operations.

Department Oversight:

• Oversee Front Office, Back Office, Claims/Billing, and other support positions.

Payroll Management:

• Calculate weekly timesheets and manage bi-weekly payroll submissions for all staff.

Patient Records Management:

• Confirm the number of patients seen daily to ensure proper documentation.

Recruitment:

• Handle job applicant selection, prescreening, and initial interviews for open positions.

Staff Supervision:

• Ensure that staff contributes effectively to organizational needs and professional development.
• Provide continuous feedback, constructive criticism, and training as required.
• Facilitate cross-training among employees.

Policy and Procedures:

• Produce and update company policies, procedures, and checklists.
• Monitor office procedures and collaborate with staff to resolve issues and implement changes.

Problem Solving:

• Resolve operational issues related to customer service, accounting procedures, and systems.

Staff Communication and Meetings:

• Schedule and lead staff meetings as required.

IT and Platform Management:

• Manage the creation and revocation of user IDs, logins, and access to platforms.
• Train staff on company software and tools based on job requirements.

Special Projects:

• Coordinate and oversee the completion of special projects as required.

Quality Assurance:

• Perform quality assurance for all departments and monitor completion of employees' daily checklists.

Experience and Education:

• Associate degree or equivalent from a two-year college or technical school,
• or 2+ years of related experience or training,
• or an equivalent combination of education and experience.

Position Requirements:

• Ability to compute rate, ratio, and percent, and interpret graphs.
• Apply common sense to carry out written, oral, or diagram instructions.
• Ability to solve problems involving various concrete variables in standardized situations.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat Reader, and basic office software.

Language Requirement:

• C2 Level of English proficiency.

Skills and Abilities:

• Strong oral and written communication skills.
• Organizational and time management skills.
• Math aptitude for payroll and financial calculations.
• Interpersonal and customer relations skills.
• Computer literacy.

Equipment Requirements:

• Calculator
• Computer with dual monitors
• Laptop (no older than 3 years)
• High-speed internet and stable power source

Salary and Benefits:

• Competitive salary with payment in USD or local currency.
• Flexible, remote work opportunities.