What are the responsibilities and job description for the Mental Health Office Manager — New York City position at Thriving Center Of Psychology?
About Thriving Center of Psychology: At Thriving Center of Psychology, we are committed to providing exceptional mental health services tailored to the unique needs of our clients. Our practice is known for its innovative approach to mental health care, integrating the latest research with compassionate, personalized therapy. We are looking to expand our team with passionate individuals who are dedicated to making a positive impact in the lives of those seeking psychological support.
Position Overview: Great mental health care begins with an experience that feels calm, professional, and human from the very first moment. As Office Manager for our New York City office, you'll be the person responsible for creating a welcoming, well-run environment where clients feel cared for and our clinicians can do their best work.
This position is M-F, 8:30am-4:30pm.
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- Run daily operations: opening/closing procedures, waiting-area readiness, overall office presentation.
- Keep the waiting area, clinical rooms, kitchen, restrooms, and common areas clean, organized, and professional.
- Manage kitchen operations: coffee, water, supplies, fridge/dishwasher routines, presentable shared spaces.
- Maintain a calm, private environment consistent with a behavioral health setting.
- Greet clients and manage check-in/check-out with professionalism and discretion.
- Maintain office supplies, inventory, clinical-room readiness (tissues, water, seating, lighting), and equipment.
- Coordination with management on orders, issues, and escalation needs.
- Serve as primary liaison to building management and the landlord.
- Submit, track, and follow building maintenance requests (HVAC, plumbing, electrical, repairs) and escalate as needed.
- Coordinate with vendors: cleaning/janitorial, plant care, water/coffee service, equipment servicing.
- Manage physical access: keys, fobs, alarm codes, building access for providers, staff, and vendors.
- Receive, log, and distribute mail, packages, and deliveries.
- Maintain awareness of building emergency procedures; keep required postings and safety equipment current.
- Respond to client inquiries via phone, email, text, and internal systems.
- Assist clients with scheduling changes, appointment logistics, and service questions.
- Provide professional, empathetic communication.
- Support providers with operational needs: scheduling updates, documentation issues, and platform usage.
- Assist providers with calendar management.
- Respond to provider operational questions.
- 3–5 years in office management, front-desk, or administrative roles
- Strong client-service and communication skills, written and verbal
- Ability to create and maintain a welcoming, professional office environment
- Ability to manage complex, fast-changing scheduling requests
- Self-direction and sound judgment. Genuinely comfortable working independently as the sole on-site presence
- Strong attention to detail and organizational skills
- Familiarity with EHR systems, provider calendars, scheduling tools, and care workflows
- Ability to multitask across phone, email, text, and internal systems
- Problem-solving and conflict-resolution skills
- Ability to manage urgent operational requests calmly and professionally
- Discretion and a clear understanding of confidentiality and HIPAA in a clinical setting
- Experience with vendor coordination and basic facilities-management
- Healthcare or behavioral health office experience
- Experience opening or setting up a new/dedicated office
- Working familiarity with HIPAA in day-to-day operations
- 401k
- Dental Insurance
- Health Insurance
- Vision Insurance
Salary : $34 - $38