Office Manager/HR Coordinator

Company Overview:

At Aspen BHC, we proudly pursue our mission to provide compassionate, high-quality treatment to individuals seeking recovery from substance use disorders. We are committed to offering accessible, affordable, and comprehensive care to underserved communities, ensuring that every person receives top-notch support on their path to healing and long-term recovery. Through evidence-based practices, personalized care, and a dedicated team of professionals, we empower individuals to reclaim their lives and build brighter futures.

Founded in 2024, Aspen BHC launched its first facility in Ladoga, Indiana. Our organization is led by experienced healthcare professionals who possess a deep understanding of behavioral health needs. As we continue to build skilled teams across the country aligned with our vision, our ambitious expansion plan for 2025 includes the launch of additional facilities in Massachusetts, Virginia, Indiana, Colorado, and Minnesota. We are confident that our approach will make a significant impact on the lives of those we serve.

Warsaw Recovery Center, an Aspen BHC facility, is obtaining its state license to operate as a substance use disorder (SUD) inpatient facility. We are on the path to opening our doors to the community in the coming months, committed to supporting individuals on their journey to recovery and healing.

Position Overview:

The Office Manager ensures efficient office operations, supports the Executive and Operations team, and manages projects. Additionally, the Office Manager serves as the local HR Director.

• Maintain clean and accurate daily, weekly, monthly, quarterly, and annual reports as requested.
• Maintain communication with vendors and properly manage vendor relations.
• Inventory and order all supplies for the facility, including but not limited to medical, clinical, patient, operations, kitchen, and office. Note that responsibility for supplies in other departments lies with their respective heads and not this position.
• Maintain communication with Accounts Payable and Finance to ensure all vendor invoices are submitted.
• Ensure that Corporate receives EOBs, reviews, or any insurance correspondence sent to the facility.
• Manage onsite bank deposits.
• Ensure that all patient financial ledgers and accounts are accurate and up to date based on transactions.
• Organize the lobby, conference room, and common area hallways.
• Record meeting minutes in meetings as requested.
• Act as the facility liaison between the employees and Corporate.
• Assisting with recruitment and hiring processes, including but not limited to ensuring all employees are correctly onboarded based on company standards (verifications, background checks, drug screening, competencies, health screening, etc.)
• Managing employee records and the company’s HRIS.
• Facilitate the onboarding orientation with all new employees upon their hire.
• Coordinating employee training and development programs and/or ensuring that the employees comply with their training plan.
• If delegated, complete payroll based on the company’s schedule.
• Assist with overseeing benefits administration based on the company’s benefits.
• Manage employee inquiries, concerns, grievances, etc. All grievances and complaints must be discussed with the Executive Director or CEO.
• Assisting with HR policy and procedure implementation.
• Supporting the corporate HR team with various administrative tasks
• Ensure that all employees have badges and key fobs to access their required areas within the building(s).
• Greet and welcome ALL visitors. Ensure they are properly signed in and follow the procedures in place.
• Coordinate all shipping and receiving (incoming and outgoing mail). Ensure that the packages or mail get to the correct department, and all mail for Corporate is shipped weekly.
• Maintain communication with IT and Corporate HR should they need assistance at the facility level.
• Assist the Executive Staff if tasks are delegated.
• Must follow all defined company policies outlined in the Employee Handbook.
• Participate in all staff meetings and training courses as scheduled.
• Always maintain a professional demeanor.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• HR Generalist and Payroll: 2 years (Preferred)
• office management: 3 years (Preferred)
• facilitating company orientations: 2 years (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Warsaw, VA 22572 (Required)

Work Location: In person

Salary : $55,000 - $65,000