Office Manager / Receptionist - Mental Health Office - Bilingual Spanish/English

Overview
Join a dynamic mental health practice as an Office Manager and Receptionist, where your energetic and organized approach will be vital in creating a welcoming, efficient environment for both clients and staff. In this role, you will oversee daily office operations, manage front desk responsibilities, coordinate schedules, and support administrative functions that keep our practice running smoothly. Your proactive attitude and excellent communication skills will help foster a positive atmosphere while ensuring all administrative tasks are handled with precision and care.

Responsibilities

• Greet clients warmly upon arrival, answer multi-line phone systems, and manage appointment scheduling with efficiency using calendar management tools.
• Knowledgeable in working with CPT billing codes, verifying insurance benefits, determining deductibles, coinsurance and copay amounts accordingly.
• Oversee front desk operations, including handling inquiries, providing exceptional phone etiquette, and maintaining a professional reception area.
• Manage office supplies inventory, coordinate vendor relationships such as participation in marketing events, and ensure timely procurement of necessary materials.
• Supervise administrative staff across mulitple offices and support team members and clinican staff through training & development initiatives to enhance office productivity.
• Handle bookkeeping tasks such as invoicing, basic QuickBooks entries, and tracking payments to ensure accurate financial records.
• Assist with human resources functions including onboarding new staff, maintaining and employee files.
• Organize office events and meetings through event planning skills to promote team engagement and professional development.
• Maintain filing systems, mental health office management records, and ensure compliance with confidentiality standards.
• Support budgeting efforts by monitoring expenses and assisting in financial planning activities related to office operations.

Qualifications

• Proven experience in office management or administrative roles within a healthcare or mental health setting is highly preferred.
• Demonstrated supervising experience with the ability to lead and motivate a team effectively.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Excellent communication skills—both verbal and written—paired with professional phone etiquette, bilingual in Spanish and English.
• Proficiency in TherapyNotes for EMR is desirable; familiarity with schedule management software is essential.
• Experience managing vendor relationships and handling clerical duties such as filing, calendar management, and record keeping.
• Knowledge of mental health office procedures, such as verifiying health insurance benefits, human resources practices, and basic budgeting principles will be advantageous. Embark on a rewarding journey where your organizational prowess and vibrant personality will make a meaningful difference in the lives of those seeking mental health support!

Pay: $23.00 - $27.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person