Mental Health Office Manager

Salary Range: 33.65 to 38.46 (Currency: USD) (Pay period: per-hour-wage)

Key Responsibilities

Office Management:
• Run daily operations: opening/closing procedures, waiting-area readiness, overall office presentation.
• Keep the waiting area, clinical rooms, kitchen, restrooms, and common areas clean, organized, and professional.
• Manage kitchen operations: coffee, water, supplies, fridge/dishwasher routines, presentable shared spaces.
• Maintain a calm, private environment consistent with a behavioral health setting.
• Greet clients and manage check-in/check-out with professionalism and discretion.
• Maintain office supplies, inventory, clinical-room readiness (tissues, water, seating, lighting), and equipment.
• Coordination with management on orders, issues, and escalation needs.
Facilities & Building Management:
Serve as primary liaison to building management and the landlord.
Submit, track, and follow building maintenance requests (HVAC, plumbing, electrical, repairs) and escalate as needed.
Coordinate with vendors: cleaning/janitorial, plant care, water/coffee service, equipment servicing.
Manage physical access: keys, fobs, alarm codes, building access for providers, staff, and vendors.
Receive, log, and distribute mail, packages, and deliveries.
Maintain awareness of building emergency procedures; keep required postings and safety equipment current.
Client Support:

Respond to client inquiries via phone, email, text, and internal systems.
Assist clients with scheduling changes, appointment logistics, and service questions.
Provide professional, empathetic communication.
Provider Support:
Support providers with operational needs: scheduling updates, documentation issues, and platform usage.
Assist providers with calendar management.
Respond to provider operational questions.
 

Qualifications:

Required
• 3–5 years in office management, front-desk, or administrative roles
• Strong client-service and communication skills, written and verbal
• Ability to create and maintain a welcoming, professional office environment
• Ability to manage complex, fast-changing scheduling requests
• Self-direction and sound judgment. Genuinely comfortable working independently as the sole on-site presence
• Strong attention to detail and organizational skills
• Familiarity with EHR systems, provider calendars, scheduling tools, and care workflows
• Ability to multitask across phone, email, text, and internal systems
• Problem-solving and conflict-resolution skills
• Ability to manage urgent operational requests calmly and professionally
• Discretion and a clear understanding of confidentiality and HIPAA in a clinical setting
• Experience with vendor coordination and basic facilities-management 
Preferred
• Healthcare or behavioral health office experience
• Experience opening or setting up a new/dedicated office
• Working familiarity with HIPAA in day-to-day operations

Compensation and Benefits:

Our compensation is highly competitive and brings an opportunity for a signing bonus and yearly performance incentives!