Business Manager

The Hangout Spot LLC provides specialized play and social skills instruction based on the principles of Applied Behavior Analysis (ABA). Through on-site programs and remote teaching, the organization delivers experiential learning in small, thoughtfully structured group settings. With a mission to remove barriers to friendship, The Hangout Spot empowers children to build meaningful relationships and achieve social success throughout their lives.

All programs are rooted in scientifically validated methods to create significant and lasting change, enabling children to develop genuine connections beyond the classroom.

The Business Manager is responsible for all administrative functions while providing operational redundancy and support as needed. This role ensures smooth execution of administrative, scheduling, records management, compliance, and center operations processes. The Business Manager supports employee onboarding and engagement, client onboarding workflows, data management, and organizational communication. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Bachelor’s degree in business administration or a similar subject, (preference given to applicants who have a master’s degree in business administration) or other qualified experiences. 2+ years’ relevant experience. Must demonstrate advanced Excel capabilities and proficiency across all other Microsoft Office applications. Experience interacting with children, children with disabilities, and families preferred.

Supervise all administrative functions, ensure consistency, quality, and compliance across administrative processes, and maintain and update SOPs while supporting continuous improvement efforts.

Oversee timesheet management, review, and approvals; manage PTO tracking and accuracy of balances and requests; and track unplanned absences while notifying leadership as appropriate.

Maintain accurate and compliant employee files and training records, oversee document retention and archiving, and ensure completion and tracking of all staff training requirements.

Manage initial contact and follow-up with prospective employees, maintain seasonal recruitment documents, handle administrative and scheduling communication, and coordinate company events and recognition programs.

Conduct introductory calls and follow-up with new clients, manage client photo documentation and take-home materials, and support service agreements, tours, and onboarding workflows.

Maintain and update administrative platforms such as Central Reach, Precision X, Sortly, and communication platforms, and manage downloading and configuration of apps required for clinical staff.

Prepare scheduling emails and communications, set up Central Reach and Precision X for each service season, and assist with staffing logistics and seasonal transitions.

Support emergency procedures and serve as a point of contact during urgent situations, oversee cleaning and organization processes, and manage inventory levels and ordering.

Support billing processes including document review, submissions, and reconciliation, and monitor accuracy of billing-related data.

Generate and analyze KPI reports, identify trends and share insights with leadership, and provide weekly operational updates.

Ensure adherence to organizational policies and regulatory requirements, maintain documentation aligned with licensing and audit standards, and support both internal and external audits.

Identify operational inefficiencies, implement improvements, and maintain and revise standard operating procedures.

Support employee engagement, communication flow, and culture-building initiatives, and assist managers in maintaining team consistency and communication.

Coordinate IT access, permissions, and basic troubleshooting, and communicate with vendors regarding supplies, services, and operational needs.

Ensure emergency and safety protocols are followed and support the tracking and documentation of incident reports.

Perform additional duties or responsibilities as requested or assigned.