Office Manager Bilingual Spanish

Job Description

The Office Manager provides direct supervision of competent support services including but not limited to all external and internal facility operational processes and systems. Oversee all Front Desk Receptionists, Maintenance Team, and Security Personnel.

SCHEDULE: Monday - Friday 9:00 AM - 6:00 PM

• Manage the reception area to ensure effective communications both internally and externally while maintaining a professional image
• Lead the coordination and management of daily/weekly task assignments for all Front Desk Receptionists
• Provide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilities
• Supervise front desk staff, ensuring smooth coordination with clinical and administrative teams
• Assist with crisis intervention as needed
• Maintain room assignments and ensure rooms/supplies are prepared for newly hired staff
• Obtain completed forms or letters from the Psychiatrist/Psychiatric Nurse Practitioner as required

• Responsible for quality assurance of office operations and frontline workflow processes (including EHR check-in/out and walk-in referrals)
• Initiate and follow up on service requests for all facility maintenance and equipment needs
• Supervise maintenance and alteration of office areas and equipment, including layout and housekeeping
• Utilize resources to report and track maintenance/facility requests
• Monitor the Metro Card distribution and reconciliation process
• Initiate purchase requests for office supplies, furniture, and equipment for the entire program location
• Supervise the maintenance of office equipment (PCs, printers, scanners, fax machines, etc.)
• Assist with using Video Telehealth Technology or video meeting platforms
• Manage the dissemination of program reports and execution of reporting follow-up assignments
• Coordinate with other teams to ensure smooth and efficient communication flow
• Ability to support cross-department collaboration and communication
• Accountability for timely resolution of operational escalations
• Ability to analyze operational trends and support workflow improvement initiatives

• Ensure compliance with NYS DOH, OMH, Joint Commission, HIPAA, OSHA, and organizational policies as applicable.
• Monitor adherence to front desk workflows, documentation standards, and regulatory requirements.

• Monitor and report key operational metrics, including:
• Client wait times
• Front desk productivity
• No-show trends/ Provider scheduling and support
• Reception quality audits :
  Develop action plans to improve operational performance.

• Respond to operational incidents and facility emergencies.
• Complete incident documentation and coordinate follow-up with leadership.
• Participate in emergency preparedness planning and drills.

• Serve as the primary liaison with:
• Building management
• Cleaning vendors
• Security vendors
• Equipment vendors
• Facilities/Maintenance contractors

• Assist with departmental budget planning.
• Monitor office supply expenses.
• Ensure cost-effective purchasing practices.

• Coordinate onboarding and offboarding of office equipment and workspace setup.
• Partner with IT regarding workstation setup, equipment issues, and technology deployments.

• Coordinate onboarding of Front Desk Receptionists, including workspace preparation, access requests, and orientation.
• Ensure new staff complete required operational training.

• Participate in quality improvement initiatives.
• Identify workflow inefficiencies and recommend operational improvements.
• Support implementation of new organizational initiatives and process changes.

• Monitor and promote exceptional client experience at all points of entry.
• Address client concerns and service recovery when necessary.

• Regularly conduct team huddles and staff meetings
• Conduct performance appraisals and evaluations to assess employee engagement and expectations
• Oversight of daily staffing coverage and attendance escalations
• C…