What are the responsibilities and job description for the Office Manager position at Next Step Coaching and Counselling Services?
Job Summary
Office Manager – Mental Health Agency
Pennsauken ,NJ | Full-Time | In-Person
Next Step Coaching & Counseling Services
www.next-stepcoach.com
About Us
Next Step Coaching and Counseling Services is a rapidly growing mental health agency serving youth and families across New Jersey. We provide in-home therapy and behavioral assistant services in collaboration with state systems. We are building a strong and supportive administrative foundation to match our growing clinical team of over 300 clients and dozens of providers.
Job Description
We are seeking a detail-oriented, organized, and proactive Office Manager to join our leadership team and coordinate the daily operations of our mental health agency. This position is essential in ensuring that invoices, compliance documentation, staffing, and office systems run efficiently.
Key Responsibilities:
Administrative Operations
- Manage weekly invoice and documentation review process
- Supervise administrative team (Admin 2, Admin 3, and virtual assistants)
- Ensure all therapist and BA paperwork is complete before billing
- Track paperwork status and follow up with providers for corrections
- Organize and maintain client and staff documentation (both physical and digital)
Team Coordination
- Lead internal admin check-ins
- Assign incoming cases to therapists/BAs
- Support recruitment and onboarding with HR consultants
- Respond to case managers, therapists, and families as needed
Compliance Oversight
- Ensure staff credentials (licenses, insurance, certifications) are up to date
- Monitor DCF, Medicaid, and HIPAA compliance across files and systems
- Help prepare documentation for audits or billing inquiries
System Management
- Maintain agency trackers and folders
- Work collaboratively with billing consultant and managing partners
- Suggest improvements to streamline office systems and operations
Qualifications:
- Minimum 2 years of experience in office administration (preferably in mental health, healthcare, or human services)
- Strong organizational and follow-up skills
- Experience managing teams or supervising support staff a plus
- Familiarity with Medicaid billing, ADP, Halo, or similar systems preferred
- Proficient in Google Drive, Sheets, Docs, and file organization
- Excellent written and verbal communication skills
- Detail-oriented, calm under pressure, and solution-focused
Why Join Us?
- Mission-driven work serving vulnerable youth and families
- Direct access to managing partners and decision-makers
- Collaborative and flexible work environment
- Make a real impact on systems, people, and processes
How To Apply:
Submit your resume and a short cover letter outlining your experience and interest to: hrsupport@next-stepcoach.com
Join our team as an Office Manager where your contributions will be valued, and you will play a key role in our success!
Job Type: Full-time
Pay: $20.00 - $30.00 per hour
Schedule:
- Day shift
Work Location: In person
Salary : $20 - $30
