Office Manager / Creative Admin

We are looking for a dynamic and organized Office Manager / HR Assistant to join our team! This role is responsible for overseeing daily office operations, supporting human resources functions, and helping ensure our ABA clinic runs smoothly and efficiently.

The position follows the schedule below:

Schedule: Monday–Friday, 10:00 AM–6:00 PM (or 11:00 AM-7:00 PM)

Must be available to work at least two Saturdays per month, with the flexibility to choose which Saturdays to work based on business needs.

Facility management

Oversee all day to day center maintenance which includes but not limited to opening/closing, restocking office and clinical supplies, and ensuring a healthy and safe environment for all.

Primary point of contact for all day to day center maintenance related needs.

Support clinical team on therapy floor as needed.

Ensure all PHI is stored in compliance with HIPAA regulations and strictly viewed and handled only in a HIPAA compliant work environment

Assist's with organizing and maintaining storage closets, cabinets, and drawers. Assists with sanitization of toys and materials.

Ensuring all therapists are following company policies and center rules including cleaning up after sessions. Audit therapy rooms and administrative rooms periodically. Discipline employees as needed.

Run all parts of center operations while keeping the cost within the budgeted parameters

Do occasional evening and weekend hours as needed

Have constant presence on the floor, especially during busier transitions

Coordinates shift coverage and schedule changes with the scheduler

Coordinate scheduling regarding attendance, vacations, and changes in availability, as per parent needs

Serve as first line of contact for any parent concerns or needs brought regarding attendance, therapy holds, and changes in availability

Responsible for supporting the Scheduler as needed with entering and auditing schedules and notes to ensure accuracy.

Intake and Onboarding

Manage all client intakes at the center by giving parents tours and answering their questions about the program, auditing intake paperwork and, following up appropriately and frequently.

Review all new client paperwork with parents to ensure policies are understood

Coordinate trainings for new therapist hires, assigni them clients and get them started with their sessions.

Review all new client paperwork with parents to ensure policies are understood

Client Relationship

Build strong relationships with all new and current clients

Be the first line of contact for any parent needs or concerns

Supervision and Weekly Reporting

Oversee all schedulers and receptionists at the center

Prepare and submit weekly reports on performance of the center to the management

Other admin tasks as assigned

Perform recruitment activities, including posting open positions, pre-screening of candidates, scheduling and conducting interviews

Ensure all paperwork is complete and accurate

On board candidate and create employee record in our systems

Complete background checks

Ensure all required training is completed by the new hirers

Maintain complete and accurate information in employee files

Other Human Resources related tasks

Required Qualifications

Bachelor's degree or higher

2+ years of experience in office administration, customer service, scheduling, or operations

Strong organizational, communication, and problem-solving skills

Preferred Qualifications

2–5+ years of office management, clinic management, or healthcare administration experience

Experience supervising administrative staff (receptionists, schedulers, etc.)

Experience with scheduling and coordinating staff schedules

Strong customer service and conflict resolution skills

Experience managing office operations, supplies, and vendor relationships

Proficiency with Microsoft Office and Google Workspace

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