Office Manager

OneLife Health & Performance welcomes you to our dynamic team of dedicated people striving toward a common mission and goal of excellence, both personally and professionally. We pride ourselves on quality, education, innovation, and creating a strong team of individuals who work collectively to meet the high standards of OneLife.

We want to make sure every team member is set up to win right from the start. That is why we create clear job descriptions, expectations, goals, and accountability standards. This ensures clarity, ownership, and a focused vision as we work together to deliver extraordinary service to our patients and continue growing OneLife into a nationally recognized leader in precision health and longevity, including primary and concierge care, regenerative and aesthetic medicine.

POSITION SUMMARY

The Office Manager Front Office is the department head for OneLifes front office and reports to the Office Managers. This role manages the front office and reception team, owns the provider schedule and clinic utilization, and sets the service standard for every patient interaction from first contact through check-out.

This is a senior hospitality leadership role within a physician-led medical practice. The right candidate has run a front office or guest services operation at a luxury level, manages through people, systems, and data, and is trusted to make decisions without close oversight. The Office Manager Front Office works closely with the Office Managers, the patient care team, providers, and marketing to improve how the clinic runs, support membership growth and patient retention, and prepare the front office to scale with the practice.

POSITION REQUIREMENTS

• 5 or more years of front office, guest services, or patient experience leadership, including at least 3 years managing a team, in luxury hospitality, concierge or cash-pay medicine, medical aesthetics, or high-end wellness
• Proven record of hiring, developing, and retaining a high-performing team and holding it to a consistent service standard
• Demonstrated ownership of scheduling, capacity, or utilization for a multi-provider or multi-resource operation, with measurable results
• Comfort working with data: tracking KPIs, building simple reports, and using results to make operational decisions
• Experience building SOPs, training programs, and service standards from the ground up
• Membership, cash-pay, or premium service sales experience; able to explain services, memberships, and pricing to patients clearly and confidently
• Strong working knowledge of EMR and scheduling systems, patient communication platforms, and payment processing; Symplast experience a plus
• Polished, warm, and professional presence with high emotional intelligence, sound judgment, and composure under pressure
• Availability for Saturday coverage as clinic hours expand, and flexibility for early, late, and event hours as needed
• Bachelors degree in hospitality, business, or a related field preferred
• Local to the Palm Beach area and able to work on site

CORE RESPONSIBILITIES

• Lead the front office as its department head, owning its standards, staffing, performance, and results
• Own the patient experience at every front-of-house touchpoint: first call, arrival, check-in, wait, check-out, and follow-up booking
• Hire, train, coach, and evaluate the front office team, and hold regular department meetings and one-on-one check-ins
• Make day-to-day operating decisions for the front office and resolve patient concerns directly, routing clinical or care questions to the right team member
• Partner with the patient care team, providers, medical assistants, and aesthetics so handoffs between the front office and care teams are seamless
• Participate in management meetings, report on front office performance, and recommend operational improvements to the Office Managers
• Keep the reception area and front-of-house spaces guest-ready and consistent with OneLife brand standards

SCHEDULING & CLINIC UTILIZATION

• Own the provider schedule and its structure: appointment types and lengths, templates, confirmations, waitlists, and same-day changes
• Maximize provider chair time and room utilization, fill cancellations and open slots quickly, and recommend template changes based on demand
• Build front office staff schedules that cover all clinic hours, including Saturdays as they are added, peak times, and planned time off
• Keep patient flow on time and wait times to a minimum throughout the day
• Ensure follow-up visits, labs, and next appointments are booked at check-out so every patient leaves with a next step
• Enforce OneLifes continuity of care rule: