Office manager (Europe)

Responsibilities:

  • Ensure office is staffed appropriately and providers schedules are optimized;
  • Review inventory and verify office is stocked with supplies needed for all upcoming appointments;
  • Manage overtime, timecards, time out and time off requests of staff in your clinic;
  • Review timecards daily;
  • Verify that medical office staffing & new employees receive required documents, training, logins, and onboarding;
  • Send weekly marketing content to the marketing department;
  • Send weekly updates to the operations and facilities teams;
  • Maintain the office space/facility, as needed;
  • Address any patient complaints in a timely, professional manner;
  • Ensure all staff receives appropriate breaks, time out, etc.;
  • Ensure all tasks are completed by Medical Assistants and Front Desk before leaving for the day, if they are unable to complete for some reason, enlist help or help to complete tasks;
  • Address and resolve staff issues and concerns in a timely and efficient manner;
  • Coordinate with the operations team and upper administration to carry out our strategic vision;
  • Provide back up and support front and back office as needed;
  • Review providers’ schedules for current and next week to ensure all spots are being filled;
  • Make sure the front desk is maintaining a waitlist for any providers booked out 2 weeks or more;
  • Ensure that no staff members have unapproved overtime (this may require you to step in and cover for staff that are in OT);
  • Keep in constant communication with staff members and providers to see how they are doing/if you can help/any questions/concerns;
  • Handle any patient complaints pertaining to office and staff;
  • Ensure that Befit staff and Medical Assistants are prepping charts one day in advance;
  • Monitor faxes/documents and assist when able; and
  • Other administrative tasks and duties assigned.
  • Fluent English is a must

Experience:

  • Handle sensitive information in a confidential manner;
  • Proven administrative or assistant experience;
  • Knowledge of office management systems and procedures;
  • Excellent time management skills and ability to multi-task and prioritize work;
  • Demonstrate attention to detail and problem-solving skills;
  • Excellent written and verbal communication skills; and
  • Strong organizational and planning skills.