Front Office Manager

Job description

Office Manager

Transformations Weight Loss & Skin Clinic is seeking an energetic, highly motivated, and personable Office Manager with a passion for helping others and improving their lives through health and fitness. The Front Office Manager will oversee the Beckley Clinic.

Front Office Manager is to organize and coordinate administration duties and office procedures. The role of the Front Office Manager is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Front Office Manager duties and responsibilities include office maintenance, inventory management, managing office supplies and coordinating arrangements to maintain stock, greeting visitors coordinating and overseeing office repairs, client outreach, ensuring the highest level of customer service and client support. A successful Front Office manager will maintain proficiency in a variety of office software (email tools, spreadsheets, electronic medical records, and inventory databases) and maintain a comprehensive understanding of all our product offerings.

The Front Desk Manager will be held responsible for accurately and efficiently handling administrative duties to maintain and ensure the smooth running of select offices and help to improve company procedures and day-to-day operation.

Hours:

Wednesday-Friday 11:30pm-7:30pm (transitioning to a full time position may be available based on clinic needs and willingness to travel to other clinic locations)

Who we are:

We are one of the largest Medical Weight Loss Providers in West Virginia that believes in developing future leaders. We want you to grow with us; that’s why we strive to offer our employees multiple opportunities for advancement while fostering a fun and engaging environment for patients and employees.

Our success is based on our high standards for patient care and our constant efforts to live up to our company core values.

Who we’re looking for:

Team builders that embrace our company culture and inspire co-workers to work together to positively impact lives of our patients and the communities for which we operate.

Honest and genuine employees that enjoy interacting and building meaningful relationships with patients and staff.

Empathetic, energetic, and goal driven individuals who strive to be better every day.

Leaders who care about working alongside and supporting members and staff to achieve their goals.

If that sounds like you, we’d love to have you on our team!

Responsibilities:

• Serve as the point person for all front office managerial duties including office maintenance, supplies, inventory, and equipment
• Maintain a comprehensive understanding of all our product offerings
• Organize and maintain office condition layout, cleanliness, and design; and arrange necessary repairs
• Manage contract and price negotiations with office vendors, contractors, and service providers
• Ensure that all preclinical preparation is completed daily/weekly (i.e. patient follow up calls, medication preparation, maintaining stock of patient handouts, inventory reporting, maintaining office cleanliness)
• Submit weekly orders for inventory, stationery, and equipment requests to Regional Manager and CEO
• Organize office operations and procedures and ensure that all staff follow corporate policies and procedures
• Complete necessary reports as are required
• Attend sales meetings and training as required
• Ensure that all in-office inventory is monitored before and after each day of operation and documented appropriately
• Submit ‘Incident Reports’ for any unaccounted inventory/money immediately to CEO
• Assist in managing office General and Administrative budget, ensure accurate and timely reporting
• Develop and present to management a business plan (quarterly) that takes into account market specific factors and company initiatives that will produce new business growth
• Provide general support to visitors and clients (via in-office, phone, online inquiry, social media)
• Assist in recruitment of new employees
• Assist in the onboarding process and training of new hires
• Address employees’ queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Assist in planning of in-house or off-site activities (i.e. parties, celebrations and conferences)
• Other duties as assigned

Knowledge, Skills, and Abilities:

• Ability to execute multiple priorities in a fast-paced, high pressure, deadline-driven environment.
• Demonstrated proficiency with Microsoft Office Suite (including Teams, Word, Excel, PowerPoint, and Outlook), Transformations online Inventory Management, Electronic Medical Records, Online Label Creator, Canva Design Application and Ability to learn new software quickly.
• Strong time management and organizational skills; ability to prioritize and multi-task.
• Ability to work independently and be self-directed
• Ability to interact at all levels within the organization
• Strong analytical and interpersonal skills

Eligibility requirements:

· Education: Associate’s degree (Required); Bachelor’s degree (Preferred)

· Clinical License/Certification (Preferred)

· Previous experience as a Front Office Manager or Office Administrator (Required)

Compensation/Benefits:

· Hourly Compensation (based on experience/performance)

· Bonuses (Distributed Quarterly based on Office and Individual Performance/Contribution)

· Fully paid Health benefits (Only Eligible for Full Time Employees)

Reports directly to Regional Manager and Executive Administrators.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist

• Physical Requirements

Activities Requiring Time

• Sitting - 2 hr
• Standing - 4 hr
• Walking - 4 hr

Lifting

• Up to 10 lbs - Often
• 11 to 24 lbs - Occasionally

Pushing

• 11 to 24 lbs - Occasionally

Reaching / Pulling

• Up to 10 lbs – Occasionally

Job Type: Part-Time

Job Type: Part-time

Pay: $16.00 - $20.00 per hour

Expected hours: 20 per week

Benefits:

• Employee discount

Schedule:

• 8 hour shift
• Day shift
• Evening shift

Work Location: In person

Salary : $16 - $20