Job Openings Office Manager, Clinical (2187)

About the job Office Manager, Clinical (2187)

Our client, a nationally recognized behavioral health program committed to excellence in patient care and organizational operations, is seeking a highly capable and proactive Office Manager to oversee all non-clinical operations, with a focus on office management, human resources, and IT support.

This full time, onsite role located in Weston, FL is ideal for someone detail-oriented, organized, and systems-driven who thrives in a fast-paced, mission-driven environment.

Key Responsibilities

Office Management

  • Facility Oversight:
  • Manage office spaces and coordinate with landlords for maintenance and repairs.
  • Ensure office cleanliness, safety, and functionality across all locations.
  • Licensing & Contracts:
  • Maintain and renew organizational insurance policies (Flood, Liability, Trust, Mass Mutual, John Hancock, Pension Plans).
  • Oversee annual filings and licenses (SunBiz, state/county registrations).
  • Renew and manage leases, vendor agreements, and office subscriptions.
  • Collaborate with department heads to manage vendor contracts and pricing.
  • Administrative Coordination:
  • Supervise administrative staff across Reception, Admissions, and Admin Support.
  • Oversee office supplies, equipment inventory, and procurement.
  • Maintain both digital and physical filing systems, including access credentials and employee documentation.
  • Ensure that front desk and waiting areas reflect our brands professionalism.
  • Manage daily operational needs including supply orders, maintenance requests, and technology.
  • Event & Staff Engagement:
  • Organize staff events, trainings, conferences, and engagement initiatives.
  • Support special projects related to office improvements or relocations.

Human Resources (HR)

  • Recruitment & Onboarding:
  • Post job openings, screen resumes, schedule interviews, and draft offer letters.
  • Conduct background checks and ensure new hire onboarding is smooth and compliant (HIPAA, documentation, etc.).
  • HR Administration:
  • Maintain and update job descriptions, performance evaluation forms, and HR documentation.
  • Track KPIs, manage performance appraisals, and support goal development.
  • Maintain up-to-date and organized employee files.
  • Lead the clinics transition to a PEO for payroll, benefits, and HR compliance
  • Act as liaison between staff and the PEO, supporting onboarding, policies, and documentation
  • Payroll & Benefits (ADP & VOYA):
  • Administer payroll bi-weekly and monthly, including timecards, deductions, reimbursements, and bonuses.
  • Manage benefits enrollment and terminations (health, dental, vision, 401K).
  • Coordinate 401K administration: eligibility, contributions, compliance testing, and 5500 filing.
  • Approve reimbursements and bonuses through ADP and VOYA systems.
  • Compliance & Employee Relations:
  • Track and audit licenses, HIPAA certifications, and liability insurance for compliance.
  • Ensure adherence to federal, state, and local employment laws.
  • Address employee relations issues and provide conflict resolution support.
  • Assist in developing and enforcing HR policies and procedures.
  • Manage PTO, Flex PTO, remote work requests, and attendance tracking.
  • Handle employment verifications, workers comp cases, and unemployment requests.
  • Coordinate holiday gifts, staff bonuses, and year-end activities.

IT & Systems Support

  • Technology Onboarding & Management:
  • Register all technical equipment and ensure inventory is tracked and maintained.
  • Ensure all new hires have necessary IT access and functional equipment on Day 1.
  • Dispose of outdated equipment responsibly (recycle, donate, or resell).
  • IT Coordination & Troubleshooting:
  • Act as liaison between internal teams and external IT support.
  • Troubleshoot day-to-day technical issues in collaboration with the IT provider.
  • Order and maintain hardware/software as needed.
  • Ensure HIPAA and security compliance in all IT systems.
  • Marketing & Outreach
  • Oversee and coordinate the clinics digital marketing strategy (SEO, social media, email campaigns, etc.)
  • Manage website updates and collaborate with vendors or internal staff to enhance user experience
  • Support local outreach by building relationships with referral sources, schools, and community partners
  • Represent the clinic at select events and manage distribution of promotional materials

Qualifications

  • Bachelors degree in healthcare administration, Business, Marketing, or related field preferred
  • 3+ years in medical office management or healthcare operations, ideally in a boutique or concierge setting
  • Experience with PEO transitions or outsourced HR services strongly preferred
  • Proven ability to lead teams and manage multiple priorities
  • Understanding of healthcare marketing and website oversight
  • Proficient in Microsoft Teams and familiar with EHR systems (Tebra a plus)
  • Outstanding customer service and interpersonal communication skills
  • Discretion, professionalism, and attention to detail required


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