Senior Office Manager

About Mindful Support Services

We are a business to business support service for independent mental healthcare practitioners, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of sourcing leads, marketing, billing and collecting payments from patients and insurers. We have grown to support over 2,000 mental healthcare providers since we opened in 2011.

We have built the Mindful Therapy Group brand from the ground up with years of dedication to solving the complex processes of the healthcare landscape in innovative ways, creating a platform geared toward growth, and working to meet our mission of creating improved access to high quality mental healthcare.

Candidates with backgrounds in restaurant or hospitality management are highly encouraged to apply.

About The Role 

The Senior Office Manager is responsible for overseeing the operations, performance, and culture of multiple office locations. This role ensures that each office delivers consistent client service, operational efficiency, and team support while maintaining alignment with company standards and goals. The Senior Office Manager serves as the key liaison between site-level staff and senior leadership, fostering collaboration, accountability, and continuous improvement across all assigned offices.

Responsibilities

• Provide direct leadership and oversight to administrative staff and support teams across multiple office sites.
• Ensure operational consistency across all assigned locations, including scheduling, client service, and workflow management.
• Monitor and report on key performance indicators (KPIs) such as provider productivity, client experience metrics, and office utilization.
• Partner with regional and departmental leadership to address staffing needs, provider support, and resource allocation.
• Conduct regular site visits to evaluate office environment, resolve operational challenges, and provide coaching/support to office teams.
• Implement and uphold company policies, procedures, and best practices consistently across all assigned offices.
• Act as a point of escalation for complex client, provider, or staff concerns, ensuring timely resolution and communication.
• Drive initiatives that improve efficiency, provider satisfaction, and client care while balancing business needs.
• Lead and mentor Office Managers-in-training, contributing to leadership development within the company.
• Collaborate with other managers and departments (Provider Services, Referrals, IT, Facilities) to ensure smooth operations and proactive problem-solving
  
  

The responsibilities described are not intended to be a comprehensive list of requirements for this job. Responsibilities, duties, and activities may change at any time with or without notice. 

Requirements

Team Management Responsibilities:

• Lead the Provider Support Specialist Team to set goals, manage outcomes, and provide timely follow through for more complex tasks.
• Coach the PSS team on how to deliver excellent customer service over the phone, in person, and via email to clients and providers by responding to all client and provider inquiries and needs in a timely manner.
• Handle escalated provider and client complaints as needed and provide guidance and direction to PSS team for follow up.
• Oversee PSS training and growth with the goal of developing leaders that can go on to thrive in a variety of departments and career paths.
  
  

Provider Cohort Responsibilities:

• Develop a relationship with individual providers while working to understand their motivation and goals.
• Make meaningful touchpoints with providers on a monthly basis based on their communication preferences.
• Track touchpoints including phone calls, emails, surveys, forms, or other tools utilized for provider engagement by logging each interaction in the CRM.
• Identify areas of opportunity for improving providers' various areas of success and enroll them in relevant seminars, group trainings, or online courses depending on availability and relevance.
  
  

Qualifications/Experience:

• Bachelor's degree or equivalent experience
• At least 2 years of fast-paced management experience (restaurants, retail, healthcare, etc.)
• Ability to communicate professionally, clearly, and effectively with management, staff, and clients
• Experience supervising, training and mentoring staff
• Willingness to step into difficult conversations with clients, providers, and staff
• Flexibility and learner mindset
• Background check required
  
  

Benefits

Compensation and Benefits

• 75% coverage of Health, Dental & Vision benefits plan
• 401(k) savings plan with employer matching upon eligibility
• 8 paid holidays a year
• 15 PTO days accrued in first year
• Professional and career development opportunities
• Compensation evaluated consistently and opportunities for growth
  
  

We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. Come join a strong team making an impact in the service world of mental health!

It is a conflict of interest for an employee of Mindful Support Services to be a current client of Mindful Therapy Group. We request that individuals who are receiving clinical services at Mindful Therapy Group wait until their care is discontinued before beginning employment.

Job Type: Full-time, Monday-Friday 8:30am-5:00pm, rotating Saturdays

Salary: $75,000 per year with opportunity for advancement with tenure and performance.

Candidates with backgrounds in restaurant or hospitality management are highly encouraged to apply.