Office Manager (Bilingual Spanish)

Join One of New York's Most Awarded Mental Health Employers! At NYPCC, we're not just changing lives, we're redefining what it means to build a meaningful career in mental health. 🏆2025 and 2026 Time City & State Top Workplace in New York 🏆 Mental Health America's Platinum Bell Seal recipient for FIVE consecutive years 🏆 Serving 15,000+ clients every month 🏆 50+ years of transforming lives across New York City If you're looking for more than just your next job, you've found it. For over five decades, New York Psychotherapy and Counseling Center (NYPCC) has been one of New York's leading community mental health organizations, delivering innovative, compassionate care through both in-person and telehealth services. Today, we proudly serve more than 15,000 clients each month while continuing to set the standard for clinical excellence and employee experience. At NYPCC, you'll find: Competitive compensation and outstanding benefits Career growth through our Academy and leadership development programs A collaborative, mission-driven culture where our employee matters The chance to make a lasting impact on thousands of lives every single day Come build a career where purpose meets possibility! The Office Manager provides direct supervision of competent support services including but not limited to all external and internal facility operational processes and systems. Oversee all Front Desk Receptionists, Maintenance Team, and Security Personnel.  SCHEDULE: Monday - Friday 9:00 AM - 6:00 PM Responsibilities: Reception & Front Desk Management  Manage the reception area to ensure effective communications both internally and externally while maintaining a professional image  Lead the coordination and management of daily/weekly task assignments for all Front Desk Receptionists  Provide ongoing training and guidance to Front Desk Receptionists in their duties and responsibilities  Supervise front desk staff, ensuring smooth coordination with clinical and administrative teams  Assist with crisis intervention as needed  Maintain room assignments and ensure rooms/supplies are prepared for newly hired staff  Obtain completed forms or letters from the Psychiatrist/Psychiatric Nurse Practitioner as required  Operational Oversight & Workflow Management  Responsible for quality assurance of office operations and frontline workflow processes (including EHR check-in/out and walk-in referrals)  Initiate and follow up on service requests for all facility maintenance and equipment needs  Supervise maintenance and alteration of office areas and equipment, including layout and housekeeping  Utilize resources to report and track maintenance/facility requests  Monitor the MetroCard distribution and reconciliation process  Initiate purchase requests for office supplies, furniture, and equipment for the entire program location  Supervise the maintenance of office equipment (PCs, printers, scanners, fax machines, etc.)  Assist with using Video Telehealth Technology or video meeting platforms  Manage the dissemination of program reports and execution of reporting follow-up assignments  Coordinate with other teams to ensure smooth and efficient communication flow  Ability to support cross-department collaboration and communication  Accountability for timely resolution of operational escalations  Ability to analyze operational trends and support workflow improvement initiatives  Operational Compliance  Ensure compliance with NYS DOH, OMH, Joint Commission, HIPAA, OSHA, and organizational policies as applicable.  Monitor adherence to front desk workflows, documentation standards, and regulatory requirements.  Performance Metrics  Monitor and report key operational metrics, including:  Client wait times  Front desk productivity  No-show trends/ Provider scheduling and support  Reception quality audits : Develop action plans to improve operational performance.  Incident & Risk Management  Respond to operational incidents and facility emergencies.  Complete incident documentation and coordinate follow-up with leadership.  Participate in emergency preparedness planning and drills. Vendor & Building Coordination  Serve as the primary liaison with:  Building management  Cleaning vendors  Security vendors  Equipment vendors  Facilities/Maintenance contractors  Budget Responsibilities  Assist with departmental budget planning.  Monitor office supply expenses.  Ensure cost-effective purchasing practices.  Technology Support  Coordinate onboarding and offboarding of office equipment and workspace setup.  Partner with IT regarding workstation setup, equipment issues, and technology deployments. Employee Onboarding  Coordinate onboarding of Front Desk Receptionists, including workspace preparation, access requests, and orientation.  Ensure new staff complete required operational training.  Quality Improvement  Participate in quality improvement initiatives.  Identify workflow inefficiencies and recommend operational improvements.  Support implementation of new organizational initiatives and process changes.  Customer Experience  Monitor and promote exceptional client experience at all points of entry.  Address client concerns and service recovery when necessary.  Team Leadership & Development  Regularly conduct team huddles and staff meetings  Conduct performance appraisals and evaluations to assess employee engagement and expectations  Oversight of daily staffing coverage and attendance escalations  Conduct staff write-ups and performance documentation in line with organizational policies  Monitoring frontline professionalism and client experience standards  Foster a culture of continuous improvement, professional development, and staff accountability  Serve as a mentor and trusted leader supporting team development and performance  Professionalism & Organizational Values  Demonstrate high emotional intelligence and foster empathetic, respectful communication  Exhibit professionalism and integrity in handling sensitive mental health information  Anticipate and address communication or workflow barriers with innovative strategies  Proactively identify operational challenges and develop client-centered solutions  Demonstrated ability to manage resistance to change and support operational transitions  Model resilience and adaptability in a fast-paced healthcare environment  Ability to manage multiple competing priorities with minimal supervision  Maintains a high sense of urgency, accountability, and follow-through  Commit to ongoing professional development aligned with NYPCC’s standards  Reporting & Communication  Meet regularly with the Program Administrator to discuss program operations  Report directly to the Senior Manager, Call Center & Bronx Support Services with updates on operations, challenges, and team performance  Effectively coordinate special events, employee wellness, and engagement activities  Miscellaneous   Perform other duties as assigned by Supervisor and Leadership  High School Diploma or equivalent   At least 5+ years of experience in an Office Management position  Preference for experience in behavioral health, outpatient clinics, or high-volume healthcare environments  Able to effectively and professionally communicate in Spanish (both verbally