Office Manager

The Office Manager is a dynamic and highly organized leader responsible for ensuring smooth day-to-day operations across both locations of our mental health practice. This role manages the administrative and billing teams, handles property and office management tasks, and oversees a wide range of human resources, accounts payable, and compliance-related functions. This is a high-impact role requiring excellent organizational, communication, and leadership skills.

Key Responsibilities:

Office & Property Management

• Oversee cleanliness and functionality of both office locations
• Manage office supplies and inventory; place supply orders as needed
• Coordinate with vendors for maintenance (e.g., plumbing, electrical, etc)
• Respond to and manage building emergencies
• Manage subleasing and building-related communications
• Oversee incoming mail and related document handling

Administrative Oversight

• Supervise administrative and billing staff
• Facilitate team meetings and support daily operations
• Create, implement, and refine systems and procedures for efficiency
• Oversee platform and IT system administration (Tebra, Spruce, HighLevel, etc.)
• Monitor and assign software access levels to clinicians
• Maintain and update consent forms and onboarding documentation
• Provide intake and marketing support as needed
• Maintain and update the intranet site and shared resources

Accounts Payable & Payroll

• Process payments and maintain AP spreadsheets
• Communicate with external vendors and payees
• Enter and submit payroll in Paylocity
• Handle payroll questions and corrections
• Attend AP meetings and complete weekly financial tasks
• Ensure tax, COBRA, and benefit compliance

Human Resources

• Manage onboarding and offboarding processes
• Support performance appraisals and time off requests
• Document HR issues and support due process and employee relations
• Facilitate benefit enrollment support
• Maintain personnel files and update policies as needed
• Coordinate employee birthdays, workiversaries, and culture initiatives
• Be the main contact for off site HR firm, and receive support on all HR issues

Communication & Collaboration

• Serve as point of contact for internal questions (admin, billing, HR, policy)
• Collaborate with leadership on one-off projects, metrics, and strategic initiatives
• Respond to internal and external communications in a timely and professional manner
• Participate in internal and external meetings
• Monitor completion of delegated tasks and ensure accountability across teams
• Support leadership with administrative needs and confidential projects

• Minimum of 3–5 years of experience in office or operations management, preferably in healthcare or mental health
• Familiarity with platforms like QuickBooks, Paylocity, Tebra, Spruce, and HighLevel preferred
• Exceptional organizational and time management skills
• Proven ability to lead and support cross-functional teams
• Strong communication and interpersonal skills
• Ability to handle confidential and sensitive information
• Must be able to travel regularly between Westminster and Denver offices
• Tech-savvy, resourceful, and solutions-oriented

This is a full-time, Hybrid position that will require regular travel between the two office locations. Occasional flexibility may be required for emergencies or special projects. In office expectations are one full day in each location per week, working from home 3 days a week.

Benefits:

Accrued sick time

Accrued PTO up to 80 hours

Medical, Dental and Vision Insurance

Roth and Traditional 401k accounts with 3-5% company match (after 1 year of employment)