Office Manager

Office Manager / Client Relations Coordinator (Part-Time)

Why Join Us?

This is a unique opportunity to work within a mission-driven, relationship-focused organization where your daily work directly impacts the peace of mind of local families. This position offers stable, part-time hours (24–30 hours/week) with a flexible schedule, and offers genuine growth potential to transition into a full-time position as our practice continues to expand on the North Shore.

The Role (What You’ll Be Doing)

Unlike a traditional, transactional medical office role, this position is centered around building meaningful relationships while keeping our business engine running smoothly. We are seeking a proactive, compassionate, and detail-oriented Office Manager / Client Relations Coordinator to serve as the backbone of our daily operations.

You will split your time between two critical functions: ensuring a warm, responsive experience for our families (40%) and managing our books, schedules, and care management software workflows (60%).

Key Responsibilities:

Office Operations, Billing & Care Management Support (60%)

• Financial Tracking: Use QuickBooks to process client invoices and manage accounts receivable and billing functions (collaborating with our per-diem admin support).
• Software & Records: Maintain pristine client records and enforce strict HIPAA-compliant confidentiality practices. Support documentation management within our dedicated Care Management Platform.
• Coordination: Manage calendars and scheduling for our field-based care managers, including client meetings, assessments, and follow-up appointments.
• Administrative Management: Order office supplies, manage vendor relationships, coordinate technology systems, and assist leadership with special operational projects.

Client Relations & Communication (40%)

• First Impressions: Serve as the primary, empathetic point of contact for clients, families, and healthcare referral sources via phone and email.
• Onboarding: Warmly guide new families through our intake process, collecting documentation and establishing client profiles in our systems.
• Advocacy: Act as a bridge between families and our care management team, sending appointment reminders and helping address non-clinical client concerns promptly.

Qualifications:

Required:

• Experience: 2–3 years of hands-on experience in office management, healthcare administration, client services, or human services settings.
• QuickBooks Proficiency: 2–3 years of experience utilizing QuickBooks for invoicing, billing, or basic financial tracking.
• Healthcare Compliance: Strong, working knowledge of HIPAA compliance and healthcare privacy regulations, with a proven history of handling sensitive information professionally.
• Tech Savvy: High proficiency in Microsoft Office Suite and a proven comfort level learning and utilizing multiple specialized software/database platforms.
• Skills: Exceptional organizational, multitasking, and problem-solving skills, paired with excellent written and verbal communication. You must be a creative thinker who can confidently reprioritize tasks as urgent needs arise.

Preferred:

• Education: Associate or Bachelor’s degree in Business Administration, Healthcare Administration, Human Services, or a related field.
• Software Familiarity: Experience using medical scheduling systems, CRM platforms, or electronic Care Management Platforms.
• Industry Knowledge: 2–3 years of experience navigating insurance, billing, or healthcare-related administrative workflows.

Personal Attributes We Value:

• A compassionate, empathetic, and patient approach when speaking with aging adults and overwhelmed families.
• A professional demeanor with a strong customer service orientation.
• Self-motivated and proactive; entirely comfortable working independently while remaining a collaborative team player.
• Meticulous attention to detail and strong follow-through.

Who We Are

Northeast Care Management is a private, professional geriatric care management firm. We provide concierge-level support to seniors and their families, essentially acting as professional "navigators" for the healthcare journey.

Our mission is to help seniors age with dignity and independence, whether they are living at home or in a care facility. We aren't just a clinical service; we take a holistic, "whole-picture" approach that includes medical coordination, home safety, memory care education, and advocacy during crises. Because many of our families live far away or are overwhelmed by the system, we serve as their local "eyes and ears" and their primary advocate.

Northeast Care Management is an Equal Opportunity Employer.

Pay: $27.33 - $32.91 per hour

Benefits:

• Flexible schedule

Application Question(s):

• How long have you worked in the healthcare industry?

Experience:

• Office management: 2 years (Required)
• Client services: 2 years (Preferred)
• QuickBooks: 2 years (Preferred)
• HIPAA: 2 years (Preferred)

Work Location: In person

Salary : $27 - $33