Office Manager

The Office Manager plays a critical role in ensuring the smooth and efficient daily operations of Akron House clinic. This position is responsible for providing comprehensive administrative support, maintaining organized systems and records, overseeing appointment scheduling, managing communications, and ensuring welcoming, professional front-office experience for clients and visitors. The Office Manager also supports internal staff through effective coordination of resources, supplies, and facility logistics.

This role requires exceptional organizational skills, strong communication abilities, and a customer service mindset to contribute to the overall success and mission of the clinic.

• Administrative Support:
  Providing administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication including but not limited to data entry, filing, copying, scanning, and preparing documents reports, presentations, and correspondence as requested.
• Office Maintenance:
  Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Records Management:
  Maintaining and updating records (physical and electronic) of employees, customers, and financial transactions.
• Communication:
  Handling incoming and outgoing correspondence, including emails, phone calls, and letters.
• Event Planning:
  Organizing and coordinating meetings, conferences,
• Greeting Visitors:
  Greeting clients and visitors upon arrival and directing them to the appropriate areas.
• Scheduling Appointments:
  Oversees the clinic' s appointment calendar, schedules patient visits, and coordinates with medical staff.
• Clinic Communications:
  Manages clinic telephonic and email communications, addresses patient inquiries, and relays messages to the appropriate personnel.
• Customer Service:
  Provides excellent customer service to internal and external stakeholders, addressing inquiries and resolving issues promptly and professionally.
• Office Organization:
  Maintains Office supplies inventory by assessing inventory levels, anticipating needed supplies, proactively placing and expediting orders for supplies, and verifying receipt of supplies.

Akron House employees are required to comply with all state and federal regulatory and legal requirements. Additionally, all staff members must comply with the Armada Employee Handbook, any Code of Ethics and all other Armada Recovery policies.

High school diploma; bachelor’s degree and additional qualifications in Office Administration are a plus.

• 2—3 years of experience in an administrative or office management role, preferably in a healthcare, behavioral health, or Outpatient clinical setting.
• Experience coordinating front desk operations, appointment scheduling, and patient/client communications.
• Familiarity with electronic health record (EHR) systems, such as KIPU or similar platforms.
• Demonstrated experience managing office supply inventory, vendor coordination, and maintaining organized record-keeping systems.
• Prior experience supporting cross-functional teams, including clinical and administrative
• Experience working in a HIPAA-compliant environment, with a solid understanding of patient confidentiality and data privacy standards.

• Proven experience as an office manager or administrative assistant.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

• Ability to use Microsoft Word
• Ability to use Microsoft