Office Manager Job Description - Encompass Mental Health

Our Vision for This Role

The Office Manager is the heart of daily operations at Encompass Mental Health. We’re looking for a natural leader who can guide our administrative functions with confidence and independent decision-making, while also knowing when to collaborate with our Director of Administration.

At its core, this position ensures our clinic runs smoothly and consistently by championing our established policies and procedures. You’ll be the person who upholds our standards, prevents shortcuts, and effectively communicates these important protocols to the team. As the "glue" of the office, your positive attitude and ability to clearly communicate expectations are the keys to success in this role.

📄 What You'll Do (Responsibilities)

Client & Front Office Experience:

• Be the primary point of contact for clients, offering support in person, by email, and over the phone.
• Answer client questions via email, phone, and text in a timely and compassionate manner.
• Guide new clients through the intake process, ensuring forms are complete and they feel prepared for their first session.
• Assist the clinical team with client communication and follow-up on appointments.
• Process client payments at the time of service.

Team Leadership & Operations:

• Lead the daily flow of the office, ensuring a smooth experience for clients and our clinical team.
• Assign tasks to the Assistant Office Manager and provide constructive feedback to support their growth.
• Coach and guide office staff, helping them perform their best and fostering a positive team environment.
• Build positive relationships among all staff members and help plan company events.
• Maintain a safe, clean, and pleasant workplace for everyone.

Administrative & Process Management:

• Follow, create, and implement office policies and guidelines to improve how the office works.