Office Manager (Bilingual Spanish)

New York Psychotherapy and Counseling Center•New York, NY

15h•$90,000 - $110,000•Onsite

About The Position

The Office Manager leads daily front desk operations at NYPCC’s Bronx clinic and oversees reception, maintenance, and security staff. The role focuses on keeping a busy clinic running smoothly, managing operational projects and improvements across departments, and holding teams accountable for deadlines and results. The Office Manager manages front desk workflows, monitors performance metrics, leads and develops staff, supports a welcoming client experience, and ensures operational compliance and incident response. The position also coordinates facilities and vendors, monitors equipment, supplies, and expenses, partners with IT on technology needs, and reports to the Senior Manager, Call Center & Bronx Support Services. The Office Manager meets regularly with the Program Administrator to review clinic operations, staff performance, escalations, and project progress, and supports site events and employee engagement activities as needed.

Requirements

Bachelor’s or master’s degree in Business or Healthcare Management.
At least five years of office management experience.
Demonstrated success managing projects across departments, implementing workflow improvements, and tracking measurable results.
Experience overseeing front desk and clinic operations in a high-volume setting, managing 100 or more client visits daily and supporting at least nine providers.
Proven experience directly supervising a minimum of 20 staff members, including scheduling, coaching, performance evaluations, and corrective actions, and holding staff accountable in a fast-paced environment.
Strong communication, organization, problem-solving, and escalation management skills.
Ability to communicate professionally in Spanish, both verbally and in writing.
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

Nice To Haves

Background in behavioral health, outpatient care, or a high-volume healthcare setting.
Experience managing daily clinic operations in an environment with an average of 60–100 therapists onsite.

Responsibilities

Manage daily staffing, task assignments, client check-in and check-out in the EHR, walk-in referrals, room assignments, and coordination with clinical and administrative teams.
Oversee front desk documentation, reporting, and MetroCard distribution and reconciliation.
Lead operational projects from planning through implementation, including defining scope, setting timelines, assigning responsibilities, tracking milestones, resolving roadblocks, and measuring results.
Identify workflow gaps and guide staff through operational changes.
Monitor client wait times, front desk productivity, no-show trends, scheduling issues, and reception quality audits; develop action plans and track improvement.
Lead team huddles, train and mentor staff, coordinate onboarding and required training, and conduct performance evaluations.
Manage attendance, staff coverage, and corrective action in line with NYPCC policies.
Set standards for a welcoming, professional reception area; address client concerns promptly, coordinate follow-up, and support clinical staff during escalations as needed.
Monitor adherence to applicable NYS DOH, OMH, Joint Commission, HIPAA, and OSHA requirements and NYPCC policies.
Coordinate incident response, documentation, follow-up, and emergency preparedness drills.
Liaise with building management, cleaning and security vendors, and maintenance contractors; track service requests and oversee office equipment and supplies.
Monitor expenses and support budget planning.
Partner with IT on workstation setup, access requests, equipment issues, and technology rollouts; support staff with telehealth and video meeting tools as needed.
Report to the Senior Manager, Call Center & Bronx Support Services and meet regularly with the Program Administrator to review clinic operations, team performance, escalations, and project progress.
Support site events and employee engagement activities as needed.