Office Manager

Teri Cochrane - Beyond Nutrition, a busy integrative health practice based in Northern Virginia (just outside Washington, DC), is searching for a full-time Office Manager to fulfill the front office communications needs with our clinical and back office staff. They will report directly to CEO and Integrative Practitioner, Teri Cochrane.

Candidates should have strong writing and communication skills, a background in QuickBooks, PowerPoint, Word, and Excel. They will coordinate with inventory manager , and be open to taking on responsibilities related to marketing, including identifying and implementing brand objectives, and project management. This role is an opportunity to become involved in the evolution of a growing brand while honing and expanding your existing skills.

Office Manager Role:

Responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Book client appointment and enter into Vagaro
• Check out client at after office visits
• Coordinate client emails between front and back office
• Ship supplements to clients as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment including maintenance, upkeep and upgrade
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Provide general support to clients, always acting in a courteous way
• Answer phone calls and email inquiries related to booking or cancelling appointments
• Answer emails or direct email to the appropriate staff if emails query is above their level of knowledge or expertise
• Responsible for ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among subordinate office staff
• Responsible for developing standards and promoting activities that enhance front office operational procedures
• Coordinate office staff activities to ensure maximum efficiency
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Coordinate schedules, appointments and bookings for clients along with support staff
• Coordinate with clients to confirm appointment booking along with support staff
• Check clients out with supplements and proper materials
• Create files for client
• Place client files in office of practitioners no later than the morning of the scheduled appointments
• Create invoices and accept payments in QuickBooks
• Pay sales taxes on a recurring basis
• Monitor and maintain office supplies inventory
• Coordinate with Inventory manager
• Oversee receipt of Accounts receivable. Send letters to Clients that are on the accounts receivable schedule in QB. Recommend to management which A/R should be collected and which should be written off
• Coordinate with Inventory manager to ensure appropriate is inventory is on hand – order inventory if necessary and/or if inventory manager is not available to do so
• Coordinate all inflows of income from consults, affiliate income, book and program income and coordinate with bookkeeper to ensure proper monthly reports are created to communicate such income along with ensure proper income has been paid and deposited
• Order office supplies and ensure sufficient supplies are on hand in line with approved budget amounts
• Handle client inquiries and complaints
• Maintain a safe and secure working environment
• Coordinate with Facilities Management regarding any issues arising from lighting to HVAC to pest control

Requirements:

• Friendly, professional and courteous demeanor.
• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office and QuickBooks
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages

Office Manager key skills & proficiencies:

• Communication
• Scheduling
• Analysis and Assessment
• Judgment
• Problem Solving
• Decision Making
• Planning and Organization
• Time Management
• Attention to Detail
• Accuracy
• Delegation
• Coaching
• Initiative
• Integrity
• Adaptability
• Teamwork
• Budgeting

Job Type: Full-time

Pay: $62,843.00 - $66,830.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Reston, VA 20191: Relocate before starting work (Required)

Work Location: In person