Officer Manager

Office Manager – Part-Time (Hybrid)

Phoenix Counseling and Wellness Center LLC

Charleston, SC • 20–25 hours/week

About Us

Phoenix Counseling and Wellness Center LLC is a growing mental health practice in Charleston, SC, providing compassionate, trauma-informed care to individuals and families. We are a small, supportive team that values collaboration, professionalism, and a warm, welcoming environment for both clients and staff.

We are seeking a part-time, hybrid Office Manager to support the day-to-day operations of the practice. This role includes a mix of on-site and remote work and is ideal for someone who is organized, detail-oriented, and comfortable working both independently and as part of a team.

• Ensure all billing and claims are completed accurately and in a timely manner
• Oversee and manage the client scheduling system, including supporting and monitoring the scheduler role
• Communicate with contracted therapists regarding any administrative, scheduling, or billing-related concerns
• Attend staff meetings, maintain the meeting agenda, take notes as needed, and coordinate follow-up communication and action items to ensure clarity and accountability
• Facilitate weekly administrative meetings with the founder of the practice to review priorities and ensure all founder-led projects are progressing
• Create content and posts for social media to promote the practice, services, and wellness events
• Collaborate with administrative staff to maintain and update the website (copy, events, services, announcements)
• Develop and maintain community contacts and referral relationships, both within the mental health community and the broader wellness/healing community
• Coordinate and organize wellness events, including planning, logistics, advertising, and collaborating with local vendors and partners
• Maintain the office schedule and calendar, including meetings, events, and room use
• Serve as a point of contact and liaison for maintenance providers and vendors to ensure the office environment is functional and welcoming
• Ensure the office remains current with regulatory and state guidelines related to business operations and mental health practice, including maintaining accurate and up-to-date client/patient forms and documentation
• Perform other general office management duties as needed to support the smooth operation and growth of the practice

• Previous experience in an office manager, administrative assistant, or practice admin role
• Administrative Skills: Strong organizational, multitasking, and time-management skills; ability to manage schedules, billing, and office workflows efficiently
• Technical Skills: Comfortable using practice management/EMR software, email, spreadsheets, documents, and basic office technology
• Communication Skills: Excellent verbal and written communication; ability to interact professionally with clients, therapists, vendors, and community contacts
• Compliance & Confidentiality: Knowledge of HIPAA and other healthcare privacy standards; ability to maintain accurate and compliant records and forms
• Preferred / Nice-to-Have: Experience with social media content creation, website updates, coordinating events, or community outreach; experience using Canva or similar tools for social media graphics
• Preferred / Nice to Have: training in medical billing & coding or healthcare administration

• Part-time: approximately 10–20 hours per week
• Hybrid: combination of in-office hours in Charleston and remote work (schedule to be discussed)
• Occasional flexibility for evening hours or special events, as needed