Office Manager

Mindful Sprouts is a multi-disciplinary pediatric therapy center offering ABA and Speech therapy services in a warm, family-centered environment. We are committed to delivering compassionate, high-quality care and are seeking an Office Manager to join our growing team.

The Office Manager serves as the first point of contact for clients and families and plays a key role in the day-to-day operations of the clinic. This individual will be responsible for front-desk duties, client communications, and supporting administrative processes to ensure a smooth and welcoming experience for all.

• Serve as the primary operational point of contact during center hours.
• Oversee the daily operational flow across ABA and Speech services.
• Ensure smooth transitions between therapy sessions, group activities, and other center activities.
• Monitor daily attendance of clients and staff.
• Proactively identify and address operational issues, including room assignments, staffing gaps, transitions, parent concerns, and supply requirements.
• Ensure the center operates efficiently, professionally, and in accordance with company procedures.

• Maintain a safe and secure environment for all children receiving services at the center.
• Monitor the center environment for potential safety hazards and ensure they are addressed promptly.
• Ensure therapy rooms, common areas, entrances, and other areas accessible to children remain safe and suitable for use.
• Ensure appropriate staff visibility and supervision of children throughout the center.
• Escalate any safety incident, injury, safeguarding concern, or other serious issue to the appropriate management/clinical team immediately.
• Ensure staff follow established safety procedures and center protocols.
• Support appropriate emergency and incident-response procedures.

• Ensure therapy rooms, common areas, front desk areas, restrooms, and administrative spaces remain clean, organized, hygienic, and professional.
• Monitor cleanliness throughout the day and coordinate with cleaning/facility personnel when additional attention is required.
• Ensure toys, equipment, furniture, and commonly used materials are maintained in a clean and safe condition.
• Ensure spills, damaged equipment, or other environmental hazards are addressed promptly.
• Monitor supplies required for maintaining cleanliness and center operations and coordinate replenishment as needed.

• Monitor daily staff attendance, including call-outs, late arrivals, and early departures.
• Communicate immediate coverage requirements to the Scheduling Team.
• Implement approved short-term coverage adjustments within the center.
• Support structured opening and closing coverage.
• Maintain appropriate staff-to-client visibility and supervision standards.
• Support onboarding and orientation of new center-based staff regarding center workflow, safety expectations, and operational standards.
• Monitor staff productivity within the center to support efficient service delivery.

• Serve as the primary point of contact for center-based operational concerns.
• Reinforce company policies, attendance expectations, professionalism standards, and dress code.
• Monitor staff professionalism, conduct, and organization within the center and promptly report any concerns or violations to the respective department manager and upper management.
• Ensure consistent implementation of safety procedures and daily routines.
• Provide calm and structured operational leadership during high-demand situations.
• Escalate clinical matters to the Clinical Director or BCBA team, as appropriate.

• Ensure front desk operations remain welcoming, professional, and responsive.
• Oversee accurate client sign-in and sign-out procedures.
• Support resolution of non-clinical parent concerns.
• Ensure timely and consistent communication regarding operational matters.
• Escalate concerns appropriately and ensure consistent messaging to families.

• Manage operational supplies and materials within the allocated budget.
• Monitor facility maintenance requirements and coordinate with appropriate service providers.
• Coordinate with external vendors supporting center activities.
• Ensure vendors meet applicable facility and background requirements.
• Support seasonal activities and family engagement events.
• Plan and lead monthly activities in…