Office Manager + Client Experience Lead for Integrative Wellness Practice

WELCOME TO WELLSPACE!

Wellspace is a female-founded, integrative practice of psychotherapists, certified coaches, and holistic health practitioners. Headquartered in the Historic Flood Building in downtown San Francisco, Wellspace provides a variety of therapy, personal coaching, nutrition, and health and wellness services to adolescent, adult, and corporate clients.

In addition to our commitment to providing high-quality wellness services, Wellspace continually strives to create an inclusive, supportive, and fun place to work. Read more about The Wellspace Difference and our company values here!

ABOUT THE POSITION

We are currently seeking a Full-Time Office Manager Client Experience Lead who demonstrates the heart and skills needed to support our valued clients and wellness staff. The candidate should be professional, responsible, organized, self-motivated and personable. They will oversee all daily office operations to ensure that the practice runs smoothly, efficiently, and delivers the highest quality of care to our clients. This includes both front and back office responsibilities such as office upkeep and organization, administrative and reception tasks, managing employee and customer relations, managing client billing, maintaining confidential records and addressing HR related concerns.

HOURS

Full-time (40 hours per week). Monday-Friday 7:30am - 4pm (and/or) 9am - 5:30pm.

ADDTIONAL INFORMATION

3-4 days of in-office work is required, 1-2 days may be done remotely.

COVID-19 CONSIDERATIONS

We are following all protocols for COVID as per state, local and OSHA guidelines and are currently modifying our in-office policies as appropriate. Our number one priority is keeping our staff and clients safe!

Requirements

JOIN US!

KEY RESPONSIBILITIES

Job responsibilities include, but are not limited to:

• Maintaining the Wellspace offices, managing inventory, and arranging necessary repairs.
• Organizing office operations and procedures.
• Partnering with the leadership team to update and maintain office policies and develop, change and/or implement personnel policies and procedures.
• Greeting visitors and clients. Providing new client orientations.
• Supervising and managing Client Experience staff.
• Processing referrals and scheduling client appointments.
• Verifying insurance benefits and processing coordination of insurance benefits.
• Creating and submitting insurance claims, payment posting.
• Entering new client data and processing paperwork.
• Retrieving and sending emails, answering phone calls.
• Being the main point of contact for any client or staff concerns.
• Assisting in the hiring, onboarding and training of new staff members.
• Creating, maintaining and updating employee files.
• Assisting with employee offboarding and the management of client transitions.
• Assist leadership with performance reviews.
• Gathering and analyzing data to improve systems related to client acquisition, experience and retention.
• Providing day-to-day administrative and human resources support to practitioners and leadership staff.
• Supporting the creation, planning and promotion of practice workshops and groups.
• Assisting in planning and executing team activities, events and meetings.
• Achieving revenue goals by overseeing client scheduling and staff productivity.
• Modeling Wellspace’s approach, mission and core values in all communication and correspondence.
• Other duties or special projects as assigned.
  

EDUCATION EXPERIENCE

Associate Degree (Required)
Bachelor Degree (Preferred)
Office Management: 1-3 years (Required)
Human Resources: 1-3 years (Preferred)
Insurance Billing Coding: 1-3 years (Preferred)

KNOWLEDGE ABILITIES

• Detail-orientated with the ability to manage multiple projects at a time.
• Excellent written and verbal communication skills.
• Strong interpersonal, leadership, management and relationship-building skills.
• Experience conducting psychological intake interviews and/or talking with others about sensitive material. Familiarity with psychology /wellness terminology is helpful.
• Strong computer skills and the ability to master new programs (i.e.: Google Workplace, Airtable, EHR software)
• Good analytical and problem-solving skills.
• Competitive spirit with an entrepreneurial mindset to meet and exceed goals.
• Ability to develop training materials, policies and procedures.
• Friendly, enthusiastic and personable!
• Team-oriented with the ability to work independently as needed.
• Ability to effectively identify and manage department projects.

Benefits

Besides our supportive, warm, and collaborative team culture, Wellspace provides...

• Elective medical, dental, and vision coverage
• 401K with company matching
• Commuter benefits program
  
• Charity matching program
• Annual continuing education allowance for all staff
• Paid-time off (PTO) paid holidays
• A beautiful, modern and clean office environment located in the heart of SF.
• Fun stuff! Monthly culture-building events, annual staff retreat, holiday party.
• Opportunity for growth and personal impact within a rapidly growing company!

COMPENSATION: $23- $28 hourly with room for growth.

Thank you for your interest in working with us! Join our team and become an integral part of helping people live healthier and happier lives! In order to be considered for this position, you must submit answers to the supplemental questions. No phone calls please.

Wellspace is an equal opportunity employer, is committed to an inclusive workforce, and is always looking to further diversify our team. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.