Front Desk Office Manager

New Level Resources•Thousand Oaks, CA

7d•$27 - $30•Onsite

About The Position

The Front Desk Office Manager is responsible for owning and elevating all front-office operations, ensuring a high-quality client experience and seamless day-to-day administrative execution. This role oversees scheduling, billing accuracy, reporting, and front-desk performance, while leading part-time front desk staff and maintaining strong operational systems. This position requires a proactive, detail-oriented individual who takes initiative, identifies opportunities for improvement, and implements solutions independently. The Front Office Manager plays a critical role in ensuring accuracy, accountability, and consistency across all front office functions while contributing to the overall success and growth of the business.

Requirements

Strong organizational skills and exceptional attention to detail.
A proactive mindset with the ability to identify challenges and implement solutions independently.
Excellent communication and interpersonal skills.
Strong customer service skills with the ability to build and maintain positive client relationships.
Ability to prioritize tasks, manage multiple responsibilities, and thrive in a fast-paced environment.
High level of accountability, professionalism, and follow-through.
Strong leadership skills and the ability to motivate, coach, and support team members.
Comfortable working with technology and learning new software, systems, and tools.
Proficiency in Microsoft Office, Google Workspace, or similar office software.
Minimum of 1–2 years of managerial or supervisory experience, preferably in an office, fitness, wellness, or sports performance environment.
Previous experience in a client-facing, service-oriented role is strongly preferred.
CPR certification is preferred; candidates who are not currently certified must obtain certification within 90 days of employment.

Nice To Haves

Experience with scheduling, billing, and client management systems is preferred.
Experience with Canva, social media platforms, or marketing support is a plus.

Responsibilities

Oversee daily front-office operations and ensure a smooth, professional client experience.
Manage client scheduling, appointments, check-ins, and general administrative workflows.
Maintain accurate client records, attendance tracking, and scheduling systems.
Process and review billing information to ensure accuracy and timely documentation.
Generate and review operational reports as needed.
Identify and implement process improvements to increase efficiency and organization.
Supervise, train, and support Front Desk Associates.
Create staff schedules and ensure adequate front desk coverage during business hours.
Provide coaching, feedback, and performance support to front desk team members.
Respond to client inquiries, concerns, and requests in a timely and professional manner.
Build positive relationships with clients and promote a welcoming environment.
Monitor facility cleanliness, organization, and overall presentation.
Coordinate with vendors, maintenance providers, and contractors as needed.
Manage inventory and order office and facility supplies.
Assist with social media posting, promotions, and community engagement activities.
Support special events, marketing initiatives, and administrative projects.
Collaborate with leadership to support operational goals and business growth.
Perform other duties as assigned.