Office Administrator

ARC Health Partners • Eagan, MN

5d • Onsite

About The Position

The Office Administrator plays a vital role in ensuring the smooth day-to-day operations of the practice. This position is responsible for supporting administrative, operational, and office management functions while helping maintain an organized, welcoming, and efficient environment for therapists, staff, and clients. The ideal candidate is highly organized, detail-oriented, proactive, and enjoys balancing a variety of responsibilities.

Requirements

• Excellent organizational and time management skills.
• Strong attention to detail and ability to manage multiple priorities.
• Proficient with Microsoft Office and/or Google Workspace.
• Comfortable learning and using healthcare software systems.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with a team.
• Previous experience in an administrative, office management, or healthcare setting preferred.

Nice To Haves

• Friendly, professional, and service-oriented.
• Takes initiative and anticipates organizational needs.
• Dependable and trustworthy when handling confidential information.
• Enjoys creating organized systems and improving processes.
• Able to adapt to changing priorities in a fast-paced environment.

Responsibilities

• Open offices when possible and prepare the workspace for the day.
• Prepare coffee and ensure common areas are clean, uncluttered, organized, and welcoming.
• Facilitate organization of supplies and common spaces.
• Stock therapy suites and common areas with tea, cups, tissues, and other supplies.
• Order office supplies and monitor inventory levels.
• Lead social committee and facilitate gatherings
• Coordinate food orders for meetings, trainings, and staff events.
• Manage incoming and outgoing mail.
• Serve as the primary contact for building maintenance requests and vendor coordination.
• Process and fulfill Requests for Information (ROIs) in accordance with HIPAA and organizational policies.
• Manage incoming electronic faxes and route documents appropriately.
• Process insurance remittance advice received by mail or fax as needed.
• Manage client payments; responding to questions and reaching out for accurate payment information as needed.
• Assist with therapist credentialing and re-credentialing activities, with the expectation that portions of this responsibility will transition to ARC over time.
• Assist with biweekly payroll, ensuring accuracy and interfacing with Operations Manager.
• Conduct routine audits of therapist case notes and charge slips to ensure accuracy, completeness, and compliance with organizational standards.
• Identify discrepancies and communicate findings to appropriate team members for resolution.
• Assist in maintaining administrative processes that support regulatory compliance and operational excellence.
• Complete insurance audits and inquiries when requested.
• Provide administrative assistance to leadership and clinical staff as needed.
• Maintain organized office systems and filing procedures.
• Assist with special projects and operational initiatives.
• Perform other administrative and operational duties as assigned.
• Depending on capacity, assist with marketing efforts (tables, etc).

Benefits

• 401(k) retirement plan with employer match up to 4%
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents
• HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses
• Employer-paid life insurance and AD&D coverage
• Employee Assistance Program (EAP) with confidential mental health and life support resources
• Generous paid time off and additional paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed