What are the responsibilities and job description for the Office Manager position at Ana Castilla, DDS?
Castilla Orthodontics and Enhance Oral Surgery is looking for an organized, proactive, and detail-oriented Office Manager to keep our two offices running smoothly and efficiently. This role is perfect for someone who thrives in a fast-paced, collaborative environment and loves bringing structure, consistency, and positive energy to the workplace.
Our systems and processes are already in place—now we need someone who can execute them flawlessly, maintain high standards, and ensure both offices operate seamlessly day-to-day.
Responsibilities:
- Oversee daily operations across two office locations, ensuring everything runs efficiently and consistently
- Execute and maintain established processes, systems, and workflows with a high level of accuracy and reliability
- Manage office logistics including supplies, vendors, facilities coordination, and workspace organization
- Serve as the go-to person for employees, helping create a positive, engaging, and well-supported office experience
- Coordinate office events, team activities, and culture-building initiatives across both locations
- Support marketing initiatives by coordinating campaigns, organizing materials, and tracking basic performance metrics
- Own inbound sales lead follow-up, ensuring timely outreach, qualification, and proper handoff to the sales team
- Maintain and update CRM systems with accurate lead tracking, notes, and follow-up activities
- Partner with leadership to support operational needs and continuously improve office efficiency
- Troubleshoot issues quickly and proactively, ensuring minimal disruption to the team
Qualifications:
- Consistent track record of execution with exceptional attention to detail and follow-through
- Strong operatons and management experience in an office environment
- Exception experience managing multiple priorities
- Highly organized with a structured, process-oriented mindset
- Comfortable supporting marketing coordination and sales lead follow-up
- Bilingual in Spanish and English preferred
- Positive, can-do attitude with a focus on creating a fun and welcoming environment
- Excellent communication and interpersonal skills
- Be a key part of creating an engaging, high-energy workplace culture
- Gain exposure to both operations and revenue-driving functions (marketing & sales)