Office Manager

Summary/Objective

Manage overall operations and is responsible for the effective and successful management of labor, sales, productivity, quality control and safety measures as established and set for the Operations Department. Ensure safe and efficient operations. Serve as a company representative on regulatory issues.

Generate sales revenue growth through training and engagement of employees. Enhance the operational procedure, systems and principles in the areas of information flow and management, business processes, enhanced management reporting and looks for opportunities to expand systems. Carry out supervisory responsibilities in accordance with company’s policies and applicable laws.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Recruit, select, train, assign, schedule, coach, counsel and discipline employees

2. Communicate job expectations; planning, monitoring, appraising and reviewing job contributions

3. Lead team to above average customer service levels

4. Enhance sales revenue growth

5. Plan and review compensation actions; enforcing policies and procedures

6. Contribute operations information and recommendations to strategic plans and reviews; prepare and complete action plans; enhancing production, quality, and customer-service standards; resolving problems; complete audits; identify trends

7. Forecast requirements; prepare an annual budget; schedule expenditures; analyze variances; initiating corrective actions

8. Develop operations systems for excellence in customer service and satisfaction, employee retention, profits and growth.

9. Analyze process workflow, employee and space requirements and equipment layout; implement changes

10. Maintain safe and healthy work environment by establishing, following and enforcing standards and procedures, complying with legal regulations

11. Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations

12. Accomplish operations and organization mission by completing related results as needed

13. Meet or exceed operations labor budget expectations

14. Manage staff levels, wages, hours, contract labor to revenues

15. Responsible for all department managers and supervisors, with review/approval responsibility for all operations employees

16. Run a safe, injury/accident free workplace

17. Serve as primary point of contact when there are customer issues related to customer service, or accidents and mishaps on-site.

18. Communicate customer issues with operations team and devise ways of improving the customer experience, including resolving problems and complaints

19. Work closely with GM and management team to set and/or implement policies, procedures and systems and to follow through with implementation.

20. Communicate all operating policies and/or issues at department meetings

21. Communicate with legal counsel and safety department to ensure all processes remain compliant with OSHA and other governmental regulations

Competencies

1. Leadership

2. People Management

3. Business Negotiation

4. Organization

5. Decision-Making

6. Customer Service Excellence

7. Deadline-Oriented

8. Sales revenue growth

9. Critical Thinking and Problem-Solving Skills

10. Planning and Organizing

11. Communication Skills

12. Persuasiveness

13. Influencing and Leading

14. Delegation

15. Teamwork

16. Negotiation

17. Adaptability

18. Stress Tolerance

Position Type/Expected Hours of Work

This position is full time and may require late night and weekend shifts. This position requires individual to be available for an on-call schedule.

Travel

Travel is primarily local during the business day.

Physical Demand

Exposure to hazardous chemical(s); Cavicide, ProSpray C-60 and Isopropyl alcohol (material safety data sheet in office)

Required Education and Experience

1. Prior manager/supervisory experience required

2. Prior customer service experience required

3. Prior dental/orthodontic office experience preferred

4. Bachelors degree preferred, or a minimum of 5 years experience in dental/orthodontic office required

5. Fluent in Russian/Polish

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.