Medical Office Manager

Pay: $25.00 per hour

Job description:

OFFICE MANAGER

Date Posted: May 2nd, 2022

Branch Location: West Hollywood/ Downtown

Status: Open

Job Type: Full-Time

Pay: $25/Hr

JOB SUMMARY
We are looking for a qualified Office Manager to help manage our West Hollywood and Downtown Branch on a daily basis. The Office Manager will be expected to perform a variety of administrative and clerical tasks, such as minutes taking for executive staff meetings. As an Office Manager, you will be the first point of contact for our company. Duties include offering administrative support across the organization, welcoming and greeting guests who visit MBI Health Services, Inc., and coordinate front-desk activities.. To further your success as an Office Manager, you should have a pleasant personality, as this is also a client-centric role. Our clients must feel welcomed, comfortable, and cared for when they enter our business. You are expected to have multitasking and stress management skills to be able to handle emergencies in a timely and effective manner, while streamlining office operations.

TASKS & RESPONSIBILITIES

• Welcome and assist clients as soon as they arrive at the office.
• Offer Refreshments, direct them to where they can sit as they wait for their appointment to begin.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Answer, screen and forward incoming phone calls.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) organized.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, etc.)
• Order office supplies, and keep inventory of stock. Let the right professional know when we are running low.
• Update calendars and schedule meetings, while never having meetings clash with each other.
• Arrange travel, accommodations, and luncheons.
• Keep updated records of office expenses and costs.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Create and present accurate minutes for executive staff meetings to the Senior Vice President.
• Run weekly reports from Electric Medical Records
• Onboard new staff
• Develop and maintain a referral log
• Work with IT to keep the Website Current

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SKILLS REQUIRED:

• Expert level computer skills in Microsoft Software Products such as Word, Excel, and Power Point.
• Expert Level computer skills in other administrative software such as Adobe Acrobat and Docusign. Must be able to create, edit, sign, fill, and execute other functionalities within the aforementioned software systems.
• Excellent time management skills and firsthand knowledge for scheduling meetings in Google Calendar, ICalendar, Zoom, Google Meets, and other online-based scheduling software systems.
• Produce accurate minutes, transcripts, or reports.
• Must be able to type at least 60 words per minute as the minimum speed required when creating minutes.
• Great corporate writing and editing skills when creating minutes.
• Ability to paraphrase and summarize when creating minutes.
• Hands-on experience with in-office equipment, such as printers, fax machines, and telephones.
• Excellent organizational skills.
• A professional multitasker who has the ability to still prioritize tasks.
• Professional level written and communication skills.
• Attentive and detail-orientated.
• Proactive, energetic, and welcoming.
• Care and attention must be Client-Centric.
• Fluent in English, bilingual preferred. If bilingual, must be high level or fluent in the secondary language.

LICENSURES & CERTIFICATIONS:

None.

EDUCATION:

• Associate’s Degree in a clinical, medical, psychiatric or an administrative field.
• Must have 2+ years of experience.

WORK REMOTELY:

• Not available for this position.

Job Type: Full-time

Benefits:

• Paid time off

Willingness to travel:

• 25% (Required)

Work Location: In person