Office Manager (Bilingual Spanish)

New York Psychotherapy and Counseling Center•New York, NY

23h•$80,000 - $90,000•Onsite

About The Position

The Office Manager provides direct supervision of competent support services including but not limited to all external and internal facility operational processes and systems. Oversee all Front Desk Receptionists, Maintenance Team, and Security Personnel. The schedule for this position is Monday - Friday 9:00 AM - 6:00 PM.

Requirements

High School Diploma or equivalent
At least 5+ years of experience in an Office Management position
Able to effectively and professionally communicate in Spanish (both verbally and written)
Strong escalation management and problem-resolution skills
Demonstrated experience in team management and mentoring
Exceptional leadership and management skills
Excellent communication and organizational skills
Outstanding customer service skills
Effective decision-making skills
Possesses great written and verbal communication skills and organizational skills
Highly Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
Maintains a positive attitude and is friendly, upbeat, and has a great “can do” personality
Able to work well in a fast-paced environment
Passionate about NYPCC’s mission and values

Nice To Haves

Experience in behavioral health, outpatient clinics, or high-volume healthcare environments

Responsibilities

Manage the reception area to ensure effective communications both internally and externally while maintaining a professional image
Lead the coordination and management of daily/weekly task assignments for all Front Desk Receptionists
Provide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilities
Supervise front desk staff, ensuring smooth coordination with clinical and administrative teams
Assist with crisis intervention as needed
Maintain room assignments and ensure rooms/supplies are prepared for newly hired staff
Obtain completed forms or letters from the Psychiatrist/Psychiatric Nurse Practitioner as required
Responsible for quality assurance of office operations and frontline workflow processes (including EHR check-in/out and walk-in referrals)
Initiate and follow up on service requests for all facility maintenance and equipment needs
Supervise maintenance and alteration of office areas and equipment, including layout and housekeeping
Utilize resources to report and track maintenance/facility requests
Monitor the MetroCard distribution and reconciliation process
Initiate purchase requests for office supplies, furniture, and equipment for the entire program location
Supervise the maintenance of office equipment (PCs, printers, scanners, fax machines, etc.)
Assist with using Video Telehealth Technology or video meeting platforms
Manage the dissemination of program reports and execution of reporting follow-up assignments
Coordinate with other teams to ensure smooth and efficient communication flow
Ability to support cross-department collaboration and communication
Accountability for timely resolution of operational escalations
Ability to analyze operational trends and support workflow improvement initiatives
Ensure compliance with NYS DOH, OMH, Joint Commission, HIPAA, OSHA, and organizational policies as applicable.
Monitor adherence to front desk workflows, documentation standards, and regulatory requirements.
Monitor and report key operational metrics, including: Client wait times, Front desk productivity, No-show trends/ Provider scheduling and support, Reception quality audits
Develop action plans to improve operational performance.
Respond to operational incidents and facility emergencies.
Complete incident documentation and coordinate follow-up with leadership.
Participate in emergency preparedness planning and drills.
Serve as the primary liaison with Building management, Cleaning vendors, Security vendors, Equipment vendors, and Facilities/Maintenance contractors
Assist with departmental budget planning.
Monitor office supply expenses.
Ensure cost-effective purchasing practices.
Coordinate onboarding and offboarding of office equipment and workspace setup.
Partner with IT regarding workstation setup, equipment issues, and technology deployments.
Coordinate onboarding of Front Desk Receptionists, including workspace preparation, access requests, and orientation.
Ensure new staff complete required operational training.
Participate in quality improvement initiatives.
Identify workflow inefficiencies and recommend operational improvements.
Support implementation of new organizational initiatives and process changes.
Monitor and promote exceptional client experience at all points of entry.
Address client concerns and service recovery when necessary.
Regularly conduct team huddles and staff meetings
Conduct performance appraisals and evaluations to assess employee engagement and expectations
Oversight of daily staffing coverage and attendance escalations
Conduct staff write-ups and performance documentation in line with organizational policies
Monitoring frontline professionalism and client experience standards
Foster a culture of continuous improvement, professional development, and staff accountability
Serve as a mentor and trusted leader supporting team development and performance
Demonstrate high emotional intelligence and foster empathetic, respectful communication
Exhibit professionalism and integrity in handling sensitive mental health information
Anticipate and address communication or workflow barriers with innovative strategies
Proactively identify operational challenges and develop client-centered solutions
Demonstrated ability to manage resistance to change and support operational transitions
Model resilience and adaptability in a fast-paced healthcare environment
Ability to manage multiple competing priorities with minimal supervision
Maintains a high sense of urgency, accountability, and follow-through
Commit to ongoing professional development aligned with NYPCC’s standards
Meet regularly with the Program Administrator to discuss program operations
Report directly to the Senior Manager, Call Center & Bronx Support Services with updates on operations, challenges, and team performance
Effectively coordinate special events, employee wellness, and engagement activities
Perform other duties as assigned by Supervisor and Leadership