Office Manager at Apex Recovery in Loudon

Job Title: Office Manager (Front Desk)

Work Location: Loudon

Department: Operations

Reports to: Operations Manager

Full Time: X

Non Exempt: X

Job Summary

The Office Manager is responsible for coordinating all office activities including Client Records, data entry, preparing for all meetings, coordinating all telephone calls and maintaining office supplies.

Essential Duties and Responsibilities:

1. Oversee Administrative duties with direction from the Operations Manager.
2. Maintain a welcoming and clean lobby for clients, visitors, and vendors upon arrival, offer refreshments, and contact the necessary staff for the visit.
3. Answer and make calls, route incoming calls to the appropriate department/person, take messages and relay them to the appropriate staff.
4. Assist in handling requests/requirements of Joint Commission as directed by Senior Leadership.
5. Create and manage automated project tracking systems, information systems and other systems and processes to improve departmental and organizational effectiveness; works cooperatively with others in process analysis and improvement.
6. Responsible for scheduling of appointments/meetings and onsite events as directed by Senior Leadership to include arrangements for conference room scheduling, printing/creating flyers or documents, ordering refreshments/lunch, and setup/cleanup.
7. Coordinate with Operations Manager regarding landscaping, facility maintenance and all other outside vendors needs for Operations.
8. Responsible for ordering supplies for staff, facility, and therapist needs, along with larger items for operational needs.
9. Organize client and company mail and packages.
10. Maintain records of bills, purchases, incoming payments, and transportation of money for CFO.
11. Coordinate and attend meetings related to projects and process improvement.
12. Ensure directives of Senior Leadership are effectively communicated to managers and support staff, as needed.
13. Maintain files of correspondence and related materials to include all administrative-related functions for Senior Leadership.
14. Responsible for the organization and tracking of all projects.
15. Responsible for troubleshooting with IT for employee computer or IT needs.
16. Ensure regulatory compliance with insurance protocols, HIPAA, and other federal, state, and local regulations.

Performs other duties as assigned.

Education and/or Work Experience Requirement:

• High School graduate.
• Minimum of 1 year experience in Office Management preferred.
• CPR Certification preferred

Knowledge, Skills, and Abilities:

• Must be able to maintain confidentiality in a small office environment
• Proficient in Windows and Microsoft applications including Word, Excel, Power Point, and Outlook.
• Must have a high level of organizational skills.
• Demonstrate the ability to develop and maintain positive interpersonal relationships with a variety of people.
• Demonstrate effective verbal and written communication skills with staff, clients, executives, vendors, clinical and medical providers, and members of the public.
• Complete many different duties, often changing from one task to another of a different nature without loss of efficiency or composure.
• Demonstrates ability to exercise analytic ability.
• Read and write, verbal and written communication, time management, and interpersonal skills.
• Prioritize, meet deadlines, and use sound judgment.

Physical Requirements:

• Repetitive hand movement use and view PC.
• Sits or stand for a long period of time, reach, bend, climb, stoop, and lift up to 25lb.
• The job duties listed above should not be construed as an exhaustive list of all job duties required. Other duties will be assigned as need arises and according to programmatic need.