Mental Health Office Manager — New York City

Thriving Center Of Psychology•New York, NY

2d•Onsite

About The Position

Great mental health care begins with an experience that feels calm, professional, and human from the very first moment. As Office Manager for our New York City office, you'll be the person responsible for creating a welcoming, well-run environment where clients feel cared for and our clinicians can do their best work.

Requirements

3–5 years in office management, front-desk, or administrative roles
Strong client-service and communication skills, written and verbal
Ability to create and maintain a welcoming, professional office environment
Ability to manage complex, fast-changing scheduling requests
Self-direction and sound judgment. Genuinely comfortable working independently as the sole on-site presence
Strong attention to detail and organizational skills
Familiarity with EHR systems, provider calendars, scheduling tools, and care workflows
Ability to multitask across phone, email, text, and internal systems
Problem-solving and conflict-resolution skills
Ability to manage urgent operational requests calmly and professionally
Discretion and a clear understanding of confidentiality and HIPAA in a clinical setting
Experience with vendor coordination and basic facilities-management

Nice To Haves

Healthcare or behavioral health office experience
Experience opening or setting up a new/dedicated office
Working familiarity with HIPAA in day-to-day operations

Responsibilities

Run daily operations: opening/closing procedures, waiting-area readiness, overall office presentation.
Keep the waiting area, clinical rooms, kitchen, restrooms, and common areas clean, organized, and professional.
Manage kitchen operations: coffee, water, supplies, fridge/dishwasher routines, presentable shared spaces.
Maintain a calm, private environment consistent with a behavioral health setting.
Greet clients and manage check-in/check-out with professionalism and discretion.
Maintain office supplies, inventory, clinical-room readiness (tissues, water, seating, lighting), and equipment.
Coordination with management on orders, issues, and escalation needs.
Serve as primary liaison to building management and the landlord.
Submit, track, and follow building maintenance requests (HVAC, plumbing, electrical, repairs) and escalate as needed.
Coordinate with vendors: cleaning/janitorial, plant care, water/coffee service, equipment servicing.
Manage physical access: keys, fobs, alarm codes, building access for providers, staff, and vendors.
Receive, log, and distribute mail, packages, and deliveries.
Maintain awareness of building emergency procedures; keep required postings and safety equipment current.
Respond to client inquiries via phone, email, text, and internal systems.
Assist clients with scheduling changes, appointment logistics, and service questions.
Provide professional, empathetic communication.
Support providers with operational needs: scheduling updates, documentation issues, and platform usage.
Assist providers with calendar management.
Respond to provider operational questions.