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Office Manager

2 months ago

Los Angeles, United States Grand Specialty Pharmacy Full time $42,000 - $65,000
Job DescriptionJob DescriptionBenefits/Perks
  • Flexible Scheduling
  • Competitive Compensation
  • Careers Advancement
Job Summary
We are seeking a highly organized and detail-oriented Office Manager with pharmacy experience to manage daily operations and administrative functions within our pharmacy. The ideal candidate will be responsible for overseeing HR-related tasks, ensuring compliance with pharmacy regulations, maintaining accurate documentation for accreditation, and managing financial reconciliations. This role requires strong leadership, multitasking abilities, and familiarity with pharmacy workflows to ensure smooth office operations and excellent customer service.

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
Qualifications
  • 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 pharmacys budgeting.

#### **Delivery Oversight**
- Manage the pharmacys 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**
- Bachelors 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.