What are the responsibilities and job description for the Office Administrator position at THE PILATES PT PHYSICAL THERAPY, INC.?
About Us
Fusion Wellness & Femina Physical Therapy is a patient-centered healthcare practice dedicated to providing high-quality, compassionate care. Our team focuses on improving patient wellness through specialized therapy services and personalized treatment plans. We are seeking an organized, proactive Office Administration to oversee daily operations and support our growing team.
Position Summary
The Office Administrator is responsible for managing the daily administrative operations of the clinic, ensuring efficiency, compliance, and exceptional patient service. This role oversees scheduling, financial processes, and administrative staff while maintaining a professional and welcoming environment for patients and team members.
The manager will also support workflow coordination and assist the owner with scheduling and operational support to maintain optimal clinic performance.
Position requires travel between clinic locations (Sherman Oaks, Beverly Hills, and Pasadena).
Key Responsibilities
Office Duties
Oversee daily office operations and ensure adherence to policies and procedures
Maintain patient records and ensure HIPAA compliance
Develop and implement systems to improve office efficiency and workflow
Maintain a clean, organized, and professional office environment
Manage patient billing inquiries and payment processing
Patient Relations & Customer Service
Ensure a high level of professionalism and patient care
Resolve patient concerns and support efficient check-in and check-out procedures
Maintain strong communication with patients regarding scheduling and services
Scheduling & Coordination
Manage clinical staff schedules to optimize patient flow
Ensure adherence to scheduling protocols
Coordinate with vendors and service providers
Compliance & Risk Management
Ensure compliance with HIPAA and healthcare regulations
Conduct periodic audits and implement corrective actions as necessary
Additional Support Duties
Provide documentation, filing, and administrative reporting support
Assist physical therapists with non-clinical tasks such as preparing cold-packs for patients, modality use and Normatec vasopneumatic compression recovery boots (requires physical ability to lift 50 lbs)
Maintain office supply inventory and coordinate vendor orders
Assist with clinic events, projects, and operational initiatives
Report safety concerns or incidents promptly
Qualifications
Education & Experience
Associate’s or Bachelor’s degree (preferred)
3–5 years of office experience, preferably in healthcare
Knowledge of medical terminology, billing, and insurance processes preferred
Skills & Competencies
Strong leadership, organizational, and communication skills
Excellent multitasking and problem-solving abilities
Accurate data entry and attention to detail
Proficiency with Mac computers and Google Workspace (Docs, Sheets, Slides)
Experience with EHR or practice management software
Ability to maintain professionalism and confidentiality with sensitive information
Preferred
CPR certification for Healthcare Workers
Work Environment & Benefits
Office-based position with regular patient and staff interaction
May require occasional evening or weekend hours
How to Apply
Please submit your resume and a brief cover letter outlining your experience and interest in the role.
Compensation: $19.00 - $22.00 per hour
Salary : $19 - $22