What are the responsibilities and job description for the Front Office Manager position at Divine Intensive Inc.?
Front Office Manager
Divine Intensive Inc. – Williamsburg, VA
Divine Intensive Inc. is seeking a dependable, organized, and professional Front Office Manager to oversee the daily administrative operations of our Williamsburg office.
Divine Intensive Inc. provides services to individuals with developmental and intellectual disabilities throughout Virginia. The Front Office Manager plays an important role in keeping our office organized, supporting employees and management, monitoring required documentation, and ensuring administrative tasks are completed timely.
Key Responsibilities
The Front Office Manager will be responsible for:
- Managing the day-to-day operations of the front office
- Answering and directing incoming phone calls, emails, and general inquiries
- Checking office voicemail and ensuring messages are routed and addressed appropriately
- Monitoring staff attendance, call-outs, tardiness, and scheduling concerns
- Assisting with identifying and communicating staffing coverage needs
- Reviewing Homebase for timekeeping, scheduling, missed clock-ins, and attendance concerns
- Assisting with new-hire onboarding through BambooHR
- Monitoring employee training requirements and completion through Relias
- Maintaining organized and up-to-date employee personnel files
- Tracking employee credentials, required documents, training expirations, and outstanding items
- Assisting with background-check and onboarding requirements
- Monitoring Therap for missing or incomplete staff documentation and notifying appropriate staff/management
- Following up with employees regarding outstanding documentation and administrative requirements
- Assisting QDDPs and management with documentation tracking and administrative follow-up
- Communicating professionally with employees, individuals, families, support coordinators, and other professionals
- Maintaining employee and administrative records in an organized and audit-ready manner
- Assisting with preparation for DBHDS, DMAS, HCBS, HSAG, Human Rights, and other regulatory reviews
- Maintaining office trackers, logs, spreadsheets, calendars, and filing systems
- Assisting with payroll preparation by reviewing timekeeping and identifying missing documentation or discrepancies
- Tracking Community Engagement payments, issuing receipts, maintaining individual payment ledgers, and filing payment documentation
- Scheduling meetings, interviews, trainings, and other office appointments as directed
- Monitoring office supplies and maintaining an organized and professional office environment
- Maintaining confidentiality and following HIPAA requirements at all times
- Reporting urgent staffing, documentation, compliance, or operational concerns to management
- Completing other administrative duties as assigned by the Program Director/Executive Director
Qualifications
Required:
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- Ability to manage multiple responsibilities and meet deadlines
- Strong computer and administrative skills
- Experience using Microsoft Office, email, spreadsheets, and electronic record systems
- Ability to maintain confidential employee and individual information
- Dependable attendance and punctuality
- Professional demeanor when communicating with employees, families, individuals, and outside professionals
- Ability to work independently while knowing when concerns must be escalated to management
Preferred:
- Previous office management, administrative, healthcare, or human-services experience
- Experience working with a DBHDS-licensed, Medicaid, HCBS, behavioral health, or developmental-disability provider
- Familiarity with systems such as Therap, Homebase, BambooHR, Relias, and WAMS
- Experience with employee onboarding, scheduling, documentation tracking, compliance, or personnel records
Ideal Candidate
The ideal candidate is someone who is organized, assertive, dependable, detail-oriented, and comfortable following up with employees.
This position requires someone who does not wait for problems to become emergencies. The Front Office Manager should be able to identify missing paperwork, incomplete training, staffing concerns, unanswered communications, and other administrative issues and follow through until they are resolved or escalated to management.
Work Environment
This is an in-office position located in Williamsburg, Virginia. The Front Office Manager works closely with the Program Director, QDDPs, administrative staff, DSPs, and company leadership.
About Divine Intensive Inc.
Divine Intensive Inc. provides person-centered services and supports to individuals with developmental and intellectual disabilities. Our goal is to promote independence, community inclusion, choice, dignity, and quality of life while maintaining high standards for documentation, compliance, and service delivery.
Job Type: 35 Hours weekly (Full time)
Pay: 20.00-21.00 Hourly
Schedule: 9am-4pm monday-friday
Work Location: In person – Williamsburg, VA
Divine Intensive Inc. is an Equal Opportunity Employer.
Job Type: Part-time
Pay: $20.00 - $21.00 per hour
Work Location: In person
Salary : $20 - $21