Office Manager

POSITION:

Office Manager

ORGANIZATION:

H3 Healthcare is a concierge medical practice defined by its deep commitment to the patient-doctor relationship and delivering elevated, personalized care. With a selective patient-physician ratio and 24/7 access to a registered nurse or physician, H3 Healthcare prioritizes listening, responsiveness, and prevention over rushed visits. The clinic's boutique environment, including large private exam rooms, reserved parking, and a welcoming lobby with amenities, reflects its philosophy of "listening to a heartbeat and listening to a heart." The practice simplifies healthcare, emphasizes wellness education, and supports sustained relationships that go beyond transactional care.

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REPORTS/RELATIONSHIPS:

This position will report directly to the Owner-Physician.

BASIC FUNCTIONS:

The Office Manager plays a mission-critical role in ensuring the practice runs smoothly, efficiently, and in alignment with its values. This position offers a dynamic opportunity to lead across HR, finance, vendor management, scheduling, compliance, and patient experience while building trusted relationships with both staff and the broader community. From managing the day-to-day logistics of a high-performing healthcare team to representing the organization in key partnerships and public forums, the Office Manager is a trusted partner to leadership and an essential driver of organizational health, culture, and impact.

Specific duties will include, but not necessarily be limited to:

• Build strong relationships with employees through regular check-ins, providing feedback and facilitating compensation adjustments, bonuses, and growth plans.
• Support employee relations by resolving conflicts, guiding team dynamics, and collaborating with legal counsel as needed.
• Drive the company model and clinical, billing, and administrative operations to support continuity of care.
• Manage employee scheduling, including holiday, on-call, PTO, sick days, and coordinate coverage for absences.
• Monitor and track all professional licensures and certifications, ensuring compliance and timely renewals.
• Maintain vendor relationships and assist with transitioning providers across legal, payroll, IT, insurance, and supply chain functions.
• Serve as the primary liaison for IT, EMR, accounting, and property management issues.
• Oversee bi-weekly payroll, employee benefits (401k, health, dental, vision), and annual insurance reviews.
• Support onboarding and offboarding processes, prepare new employee contracts, and maintain employee records.
• Assist with bookkeeping, tax prep, and day-to-day financial functions in coordination with internal and external accounting teams.
• Manage building maintenance needs, equipment contracts, and coordinate with facilities vendors as needed.
• Represent the company in the community through partnerships, nonprofit engagement, and pro bono relationship management.
• Lead or assist in developing strategic staffing plans and supervising team members in collaboration with the Owner-Physician.
• Oversee the performance evaluation process and ensure HR policies meet applicable legal and regulatory standards.
• Support internal and external communications strategies, risk management, and insurance policy compliance.

REQUIREMENTS:

• Minimum 10 years of professional experience, with at least five years in healthcare operations or provider-based services.
• Proven experience in human resources, including payroll, onboarding, benefits management, and employment law compliance.
• Strong financial and bookkeeping skills, including budget oversight and coordination with external accountants.
• Excellent communication and interpersonal skills; comfortable serving as a liaison across teams and in public-facing roles.
• Experience managing vendor, banking, insurance, and nonprofit partnerships.
• Demonstrated ability to handle multiple projects accurately and on time, with attention to detail and discretion.
• High emotional intelligence and leadership presence; able to build trust across all levels of the organization.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook) and adaptable to practice management and EMR systems.
• Flexibility to work occasional evenings or weekends for events or emergencies.
• Experience in facilities and property management preferred.
• Bachelor's degree in business administration or a related field required.

COMPENSATION:

Compensation will be commensurate with experience including a competitive base salary and competitive benefits package.

CONTACT INFORMATION:

Gregory Lynn Tennent, Consultant