Office Manager
2 weeks ago
- Flexible Scheduling
- Competitive Compensation
- Careers Advancement
Responsibilities
- Maintain calendar of appointments and meetings
- Design the office layout with efficiency and organization in mind
- Collaborate with human resources to create, update, and maintain office procedures
- Maintain office equipment in good working order with the assistance of the IT department
- Pay and record invoices
- Negotiate contracts and pricing with vendors and service providers
- Accurately maintain general office budget
- High school diploma/GED required, some college preferred
- Previous experience as an Office Manager or similar position preferred
- Understanding of office equipment, systems, and procedures
- Skilled in Microsoft Office, Excel, and Outlook
- Excellent time management skills and ability to prioritize multiple tasks
- Strong problem-solving skills and attention to detail
- Excellent verbal and written communication skills
### **Key Responsibilities**
#### **Office Administration**
- Oversee daily office operations, including managing schedules, supplies, and equipment.
- Maintain an organized, efficient workspace to optimize productivity.
- Oversee office supply orders, ensuring adequate stock levels for office operations.
#### **HR Management**
- Manage payroll processing, ensuring timely and accurate compensation for all staff.
- Handle the full HR cycle, including hiring, onboarding, and, when necessary, terminating employees in compliance with company policies and labor laws.
- Create and maintain employee work schedules, ensuring appropriate staffing levels.
#### **Compliance & Documentation**
- Ensure the pharmacy complies with all state and federal regulations, including HIPAA and OSHA standards.
- Oversee all pharmacy accreditation documentation, including policy and procedure updates and renewals.
- Ensure compliance with all necessary licensing, certifications, and audits.
#### **Financial Management & Reconciliation**
- Reconcile accounts, including insurance payments, accounts receivable/payable, and pharmacy transactions.
- Oversee invoice tracking, ensuring timely payments to vendors and suppliers.
- Prepare financial reports and assist with managing the pharmacy’s budgeting.
#### **Delivery Oversight**
- Manage the pharmacy’s delivery operations, ensuring timely and accurate deliveries.
- Coordinate delivery schedules and ensure compliance with all relevant transportation and storage regulations.
#### **Inventory Management**
- Track pharmacy inventory, ensuring stock levels meet business demands while reducing waste.
- Work closely with vendors to order, receive, and manage inventory in compliance with legal requirements.
#### **Customer Service**
- Serve as a liaison between customers and pharmacy staff to address questions, concerns, or issues.
- Handle incoming communications, including calls and emails, ensuring they are routed appropriately.
### **Qualifications & Skills**
#### **Education**
- Bachelor’s degree in Business Administration, Healthcare Management, or a related field preferred.
- Certifications or specialized training in pharmacy operations is a plus.
#### **Experience**
- Proven experience as an Office Manager, preferably within a pharmacy or healthcare setting.
- Strong understanding of pharmacy accreditation, regulations, and insurance billing procedures.
#### **Skills**
- Excellent communication and leadership skills with the ability to manage and motivate a team.
- Highly organized and detail-oriented with strong multitasking abilities.
- Proficient in Microsoft Office, pharmacy management systems, and accounting software.
- Knowledge of payroll and HR management processes, including labor laws and compliance.
### **Working Conditions**
- Full-time, [Insert hours].
- Office environment with occasional interactions with customers and delivery personnel.
- Ability to lift up to 15 pounds if necessary.
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