Office Manager

ORGANIZATION:
A concierge medical practice in the Southeast.

REPORTS/RELATIONSHIPS:
This position will report directly to the Owner-Physician.

BASIC FUNCTIONS:
The Office Manager plays a mission-critical role in ensuring the practice runs smoothly, efficiently, and in alignment with its values. This position offers a dynamic opportunity to lead across HR, finance, vendor management, scheduling, compliance, and patient experience while building trusted relationships with both staff and the broader community. From managing the day-to-day logistics of a high-performing healthcare team to representing the organization in key partnerships and public forums, the Office Manager is a trusted partner to leadership and an essential driver of organizational health, culture, and impact.

Specific duties will include, but not necessarily be limited to:

Build strong relationships with employees through regular check-ins, providing feedback and facilitating compensation adjustments, bonuses, and growth plans.
Support employee relations by resolving conflicts, guiding team dynamics, and collaborating with legal counsel as needed.
Drive the company model and clinical, billing, and administrative operations to support continuity of care.
Manage employee scheduling, including holiday, on-call, PTO, sick days, and coordinate coverage for absences.
Monitor and track all professional licensures and certifications, ensuring compliance and timely renewals.
Maintain vendor relationships and assist with transitioning providers across legal, payroll, IT, insurance, and supply chain functions.
Serve as the primary liaison for IT, EMR, accounting, and property management issues.
Oversee bi-weekly payroll, employee benefits (401k, health, dental, vision), and annual insurance reviews.
Support onboarding and offboarding processes, prepare new employee contracts, and maintain employee records.
Assist with bookkeeping, tax prep, and day-to-day financial functions in coordination with internal and external accounting teams.
Manage building maintenance needs, equipment contracts, and coordinate with facilities vendors as needed.
Represent the company in the community through partnerships, nonprofit engagement, and pro bono relationship management.
Lead or assist in developing strategic staffing plans and supervising team members in collaboration with the Owner-Physician.
Oversee the performance evaluation process and ensure HR policies meet applicable legal and regulatory standards.
Support internal and external communications strategies, risk management, and insurance policy compliance.

REQUIREMENTS:

Minimum 10 years of professional experience, with at least 5 years in healthcare operations or provider-based services.
Proven experience in human resources, including payroll, onboarding, benefits management, and employment law compliance.
Strong financial and bookkeeping skills, including budget oversight and coordination with external accountants.
Excellent communication and interpersonal skills; comfortable serving as a liaison across teams and in public-facing roles.
Experience managing vendor, banking, insurance, and nonprofit partnerships.
Demonstrated ability to handle multiple projects accurately and on time, with attention to detail and discretion.
High emotional intelligence and leadership presence; able to build trust across all levels of the organization.
Proficiency in Microsoft Office 365 (Word, Excel, Outlook) and adaptable to practice management and EMR systems.
Flexibility to work occasional evenings or weekends for events or emergencies.
Experience in facilities and property management preferred.
Bachelor’s degree in business administration or a related field required.

COMPENSATION:
Compensation will be commensurate with experience including a competitive base salary and competitive benefits package.

CONTACT INFORMATION:
Gregory Lynn Tennent, Consultant
gltennent@CLCBsearch.com
704.377.0362