What are the responsibilities and job description for the Office Manager position at A Pineywoods Home Services Inc?
Office Manager Job Summary:
Oversees corporate office reception, coordinates property management, supports accounts payable processing, and assists with human resources and administrative functions. The ideal candidate is a highly organized, discreet, and a proactive professional who thrives in a fast-paced healthcare environment and takes pride in creating an office culture that reflects the agency's commitment to a care beyond compare.
Reports to: CEO, CCO, CFO, Controller, HR Director
Essential Functions: Reception Oversight
- Supervise and support reception staff, ensuring all patients, medical personnel, and community partners are professionally and promptly assisted
- Oversee incoming and outgoing communications phone calls, email, mail and deliveries
- Maintain office supply inventory and manage vendor relationships for office equipment and supplies
- Serve as the first point of escalation for administrative issues arising at an office
- Oversee reception personnel
- Ensure office environment is organized, professional, and compliant with agency standards
Property Management
- Coordinate Property Technician for routine maintenance, repairs, and inspections for agency office locations and company assets including leased equipment
- Serve as the primary liaison with landlords, property managers, and contracted maintenance vendors
- Maintain records of leases, service agreements, and facilityrelated contracts
- Coordinate any office relocations, buildouts, or space modifications as needed
- Oversee property management personnel and vendor management
Accounts Payable
- Assist with the processing and tracking of vendor invoices, ensuring timely and accurate payment
- Code and route invoices to appropriate cost centers in accordance with agency financial policies
Maintain organized accounts payable files and support month-end reconciliation processes
- Communicate with vendors regarding billing questions, discrepancies, and payment status
- Support the finance team with special projects and reporting as needed
Human Resources
- Serve as a point of contact for general HR inquiries, escalating sensitive matters to the HR Director.
- Assist our onboarding team with logistics for new employees, including workspace setup, badge and systems access, and orientation scheduling
- Maintain organized and confidential clinical contractor vendor files in compliance with state and federal requirements
- Assist with payroll tasks including data collection
- Managing internal employee training including scheduling, support with material preparation, educational speakers, and speaker setup.
- Oversee employee appreciation programs
- Assist our inhouse recruiters with online job posting support, interview coordination, preemployment screenings, and onboarding preparations.
Qualifications:
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred
- Minimum 3 years of office management or administrative leadership experience, preferably in a healthcare or social service setting
Skills:
- Demonstrated experience supporting accounts payable, HR functions, or both
- Proficient in Microsoft Office Suite; experience with webbased applications
- Experience with navigating online portals, electronic health records (EHR/EMR) systems; comfortable operating in a digitally driven administrative environment
- Strong written and verbal communication skills
- Strong people skills for patient communications and corporate team support
- Proven ability to handle confidential information with discretion and professionalism
- Ability to manage multiple priorities simultaneously in a deadlinedriven environment