| Job Description : |
The Office Manager for Naples Vitality is responsible for the day-to-day operations of our wellness practice. The ideal candidate will be able to effectively oversee and manage all office operations, to ensure that everything in the practice runs properly and efficiently so that we meet our performance goals.ResponsibilitiesManage the schedules of technical, clinical, and administrative staff, and ensuring all work gets completed with superior quality, in both virtual and in-person settings.Manage recruiting, orientation, onboarding, and training of employeesConduct performance evaluations, and manage planning, monitoring, and appraising on-the-job results.Meet and exceed the needs of our practice members, by establishing rapport with current and potential practice members and the communityEnsure office is always in compliance with safety protocols and brand standards and follows the branding rules, ensuring the provision of a safe, clean, and welcoming practice environmentMaintain operations by enforcing program, operational, and personnel policies and proceduresEnsure high levels of customer satisfaction through excellent serviceDeal with all issues that arise from staff or customers (complaints, grievances etc)Note areas of concerns and reports to CEO as neededMonitor, track, correct and report inventory transaction errors. Trace item history to determine reasons for discrepancies between physical inventory and stock control records and recommend actions to resolveMonitor, track, correct and report invoicing/payment transaction errors. Trace item history to determine reasons for discrepancies and recommend actions to resolveExecution of the weekly and monthly inventory cycle count process and identify opportunities to optimize the processInspect the levels of business supplies and raw material to identify shortagesEnsure product stock is adequate to cover direct demand from customersUse software to monitor demand and document characteristics of inventoryAnalyze data to anticipate future needs, and communicate all situations and/or conditions impacting revenueEvaluate suppliers to achieve cost-effective deals and maintain trust relationshipsRegularly check office for maintenance needsConduct daily and weekly meetings with staff to keep the team informedManage all controllable costs to keep operations profitableEvaluate reports and key metrics to ensure practice is meeting financial goalsAssist with in-person and virtual event coordination, logistics planning, and execution, when required.Technical CompetenciesHigh level of proficiency in digital-based office operations is required. Proficiency in Windows and a working knowledge of EMR systems (preferably CERBO) is an asset. Position requires regular use of GSuite, Slack, RinCent and other internal systems. Requires the ability to quickly master new software applications as needed. Proficiency in Slack is preferred.QualificationsExperience with administrative and clerical work.Experience as an office manager or senior-level administrative assistant in a non-clinical setting will be strongly considered.Proficiency in Microsoft Office suite, Google Suite, Slack, Asana, RingCentralProficiency in payroll systems, financial processing and tracking systems, accounts payable and receivable considered a strong assetProficiency in EMR systems considered a strong assetStrong communication skills, with a high degree of comfort in interacting via phone, on video calls, and in-personStrong ability to multitaskFriendly and calm demeanor, with clear and direct communication styleOrganization & Time ManagementVendor RelationshipsMarket KnowledgeStaffingStrategic PlanningManagement ProficiencyClient RelationshipsVerbal and Written CommunicationComputer/Software KnowledgeAdministrative skillsLeadership and the ability to ‘make things happen’Problem solvingExcellent communicationReliabilityAttention to detailAdaptabilityJob Type: Full-timeSalary: $42,000.00 to $50,000 /yearJob Type: Full-timePay: $42,000.00 – $52,000.00 per yearSchedule:8 hour shiftMonday to FridayAbility to commute/relocate:Naples, FL 34103: Reliably commute or planning to relocate before starting work (Preferred)Education:High school or equivalent (Preferred)Experience:Microsoft Office: 5 years (Preferred)senior-level administrative experience or office management: 5 years (Preferred)Work Location: One location |
