Job Description

About our company: 

Anderson Sport and Wellness a Physical Therapy Corporation is a privately-owned practice dedicated to the health and wellness of our patients in a one-on-one environment. We use specialized manual therapy, exercise techniques, high-end technology, and nutritional consultation tailored to the individual's needs. We specialize in helping people with chronic pain, orthopedic injuries, and returning to sport. Our culture is client-centered and family-friendly. We offer free workshops regarding various health topics. We are a Premier Holistic PT clinic in Newport Beach specializing in orthopedic manual therapy and wellness services! 

This Role: The assistant office manager is a critical position in the company. You will be the central point of contact for the owner, client experience coordinator, aides, marketing assistants, physical therapists, and other team members. 

The ideal candidate has the following characteristics: 

• Positive, friendly personality, and strong interpersonal skills. 

• Superior communication skills- both written and verbal. 

• Strong detail orientation. 

• Excellent organizational skills. 

• Able to quickly and proficiently understand new information, yet willing to ask questions when something doesn’t seem clear. 

• Resourceful- not everything always goes according to plan. Able to adjust and adapt to adversity. 

• Proactive - (brings new ideas to the company). 

• Persistence - demonstrates tenacity and willingness to go the distance to get something done. 

• Superior time management skills- prioritizing critical drivers of success in the role. 

• Strong conflict resolution skills – company culture emphasizes respect and honor. 

• Strong working knowledge of- Microsoft Office, Google Calendar, Google Drive, Gmail, JazzHR, experience working with client relationship management software (we currently use Physiofunnels), social media (overseeing post creation by other staff and contributing when needed), youtube, podcasting support (light editing for youtube videos and podcasts). 

• Ability to track and hit set company standards/ metrics. 
• Ability to manage and implement a recruitment process for multiple positions simultaneously. Initial interviews and screenings for all positions will be done by the office manager.
• Capable to provide support for monthly workshops (event planning skills).

Job duties under the mentorship and supervision of the office manager: 

• Manages the day-to-day activities of the organization's operations. Assists in evaluating current and proposed systems and procedures. Recommends changes when necessary and assists in the implementation of new processes. 

• Meet with the service providers (fitness class teachers, physical therapists, and the owner of the clinic) regularly regarding any office issues and/or new ideas and suggestions to ensure office growth and financial viability. 

• Work closely with Human Resources on employee-related issues to ensure adherence to employment laws. 

• Maintain computer systems by working closely with IT staff. 

• Maintain inventory of required supplies and ensure availability of supplies to the office by ordering new supplies before levels are critically low. 

• Ensure the maintenance of credentialing and insurance for physical therapists and personal trainers/fitness instructors. 

• Supervise the front and back office staff in order to ensure the smooth operation of the office. 

• Implement and administer policies and best practices to streamline processes and work with the owner and other team members to ensure compliance. 

• Manager Duties – A minimum of 2-3x a week looks over the checklists for all team members to ensure that they did their role correctly. Cross-checks team-member checklists with appropriate spreadsheets and software reports. Alerts team members if they are overdue for critical tasks. 

• Ensure that client/new client inquiries are responded to by team members within 24 hours.  

• Manage the schedule – audit for double bookings and make sure every patient who has a plan of care is scheduled out for their plan of care.  

• Interact with the front office to ensure that clients are charged for services so that revenue is maximized. 

• Screen resumes of potential team members and set up interviews. Execute initial interviews and participate in the entire interview process for possible future team members.

• Human Resources – Ensure that proper paperwork is processed for new team members and assists the owner with team member schedules and time off requests. 

• If skill set/interest allows for this role (not a must-have) – interview candidates and collaborate with the owner in the interview process of potential team members. 

• Assist the owner in ensuring that the company comply with State, County and Federal regulatory bodies. 

• Pay Invoices  

• Scrutinize expenses and suggest alternatives to improve financial efficiency. 

• Input revenue, patient encounters, and the number of leads into a document used to track this data so the owner can make informed business decisions. 

• Run payroll 
  
   
  Opportunity for Advancement: 

There is an opportunity to advance to become the Lead Office Manager - the key point of contact for problem-solving with systems or personnel, doing regular performance reviews for team members, managing recruitment, and overseeing the operations of the clinic while the owner is absent. The ideal candidate would be interested in taking over these responsibilities in the future. Currently, the owner is on-site nearly every day, working as the lead therapist in the practice and unable to keep a close eye on operations.  

Required Experience: 

• Customer service 

• Relationship building 

• Administration experience including management.  

Preferred Experience: 

• Administration experience 2+ years full time 

• Six Sigma Global Institute Certification preferred but not required 

Part-time: 
20-29 hours per week

$25-$40 per hour depending on experience

Benefits: 

• Paid time off and sick time.
• Access to our online classes and library with hundreds of on-demand videos and classes. 

• Accessibility to clinic services: specialty physical therapy, on demand Pilates, recovery room, MELT classes. 

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