Front Office Manager

Office Manager – Full-Time, Newton, MA

About Lumin Health:

Lumin Health is at the forefront of a transformative health movement. Our mission is to make cutting-edge mental health treatments accessible to all, pioneering advancements and broadening reach in mental health care for conditions like depression, anxiety, OCD, and PTSD. We are a leading provider of in-network medical psychedelics, specializing in outpatient ketamine and esketamine therapies.

Why Join Us:

As an Office Manager at Lumin Health, you’ll be a vital part of our Newton team - helping create a welcoming, organized, and supportive environment for both patients and staff. You’ll play a key role in delivering exceptional client experiences and supporting our clinical operations by ensuring the office runs smoothly and efficiently. This is a unique opportunity to contribute to a fast-growing, mission-driven organization reshaping behavioral health care.

Job Summary:

We are seeking a proactive, detail-oriented, and people-focused Office Manager to oversee the daily administrative operations of our Newton site, located at 10 Langley Road. In this in-person role, you will support clinicians and staff, manage scheduling and patient communications, maintain office systems and supplies, and help foster a warm and professional atmosphere for all who walk through our doors. You’ll play a pivotal role in our patient-first care model.

Schedule:

Full-time, Monday through Friday, 8:30am-5:00pm. This is an on-site position based in Newton MA.

Key Responsibilities:

• Manage day-to-day operations of the office to ensure efficiency and a high standard of care.
• Greet and support clients in person and by phone; create a warm and welcoming environment.
• Monitor appointment schedules to ensure timeliness and proper patient flow.
• Handle incoming and outgoing communications, including calls, emails, and mail.
• Maintain inventory and restock office and clinical supplies as needed.
• Coordinate meetings, staff schedules, and internal communications.
• Assist with onboarding new hires and ensuring readiness of their workstations.
• Support insurance authorization processes and collaborate with billing teams to ensure accurate claim submissions.
• Ensure client documentation and records are maintained securely and accurately.
• Liaise with building management and service providers to support facility needs.
• Organize occasional office events and staff engagement activities.

Qualifications:

• Bachelor’s degree or equivalent experience.
• Previous experience as an Office Manager, Administrative Assistant, or similar role.
• Customer service experience and a client-focused mindset.
• Strong organizational, time management, and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Google Workspace and scheduling tools.
• High attention to detail and ability to adapt in a fast-paced environment.
• A team-oriented mindset and proactive approach to problem-solving.
• Passion for mental health care and a strong alignment with Lumin’s mission.

Preferred Skills:

• Background in healthcare, behavioral health, or clinical settings.
• Familiarity with electronic health records (EHR) and practice management systems, Slack, and CRM tools
• Ability to maintain discretion and handle sensitive information professionally.
• Experience planning internal events or office team-building activities.

Benefits:

• $65-70K, commensurate with experience
• Excellent medical, dental, and vision insurance, plus supplemental coverage
• 401(k) with company match
• 12 days of paid time off (PTO)
• Paid holidays per company policy
• Opportunities for professional development and career growth
• Work with a supportive, mission-driven team in an innovative mental health environment

Physical Setting:

Outpatient mental health treatment center

In-person role in Newton MA

About Our Culture:

Lumin Health’s approach is innovative, warm, and centered around healing. We are passionate about helping clients feel better while building a supportive community for our team. We invite you to explore client feedback and our approach to care at lumin.health/lumin-experience.

Note: This job description is intended to provide a general overview of the role. Responsibilities and duties may evolve as the needs of the organization change.