Office Manager

About the role

Our Office Managers not only oversee daily operations of the dental practice — including supervising team members, managing patient flow, achieving team goals, and providing mentorship and training — but they also serve as a vital link between the dentist and the entire team, ensuring smooth communication and coordination. This position requires a leader who exemplifies our values of I.M.P.A.C.T:

• INTEGRITY: Do the right thing when no one is looking.
• MENTORSHIP: We learn from the best and share with the rest.
• PARTNERSHIP: Teamwork, unity & collaboration go faster and further.
• ACTION: We relentlessly pursue results & continuous improvement.
• CARING: We believe empathy will transform lives and strengthen communities.
• TRANSPARENCY: We have radically candid conversations to build authentic relationships.

What You'll Be Doing

Daily Operations

• Supervise all practice activities and ensure effective coverage for all positions.
• Manage all opening and closing duties including reconciling daily financials.
• Manage the supply inventory and act as the primary point of contact for the practice.
• Oversee internal billing invoices, maintain CPR certifications, and ensure all office policies — including safety and compliance-related policies and procedures — are followed.
• Utilize tools and resources such as Workday, myLearning, metric software, and P&L reports to effectively and efficiently run the office.

Communication & Leadership

• Plan, organize, and facilitate a daily morning huddle with all team members and additional team meetings as appropriate.
• Develop and maintain a positive relationship with doctors and regional managers to ensure effective communication across all levels of the company.

Practice Performance

• Achieve results by meeting or exceeding expected monthly and quarterly performance metrics.
• Ensure end-of-day, weekly, monthly, and quarterly tracking and reporting is accurate and readily accessible to doctors and upper management.
• Monitor, analyze, and report on weekly/monthly KPIs.
• Ensure constant alignment with quarterly IMPACT goals.
• Report out on goals, KPIs, etc. to Regional Manager and Doctors as requested.

Team Member Management & Support

• Effectively supervise all practice team members, including managing the team within the Human Resource Information System (HRIS), team member performance management, and issue/conflict resolution.
• Act as a trusted advisor to team members, providing ongoing guidance, coaching, and support.
• Help cross-train team members for professional development and office efficiency.
• Manage practice recruiting, hiring, and onboarding of new team members.
• Manage all team schedules, payroll, and time & attendance, while keeping the appointment scheduler up to date with office hours and doctor availability.

Patient Support & Guidance

• Consistently communicate with patients in a courteous, empathetic, and professional manner.
• Prioritize the patient experience by overseeing a system for answering telephones that ensures timely response, developing and managing the patient flow through the office, and stepping in to assist wherever needed.
• Provide support to help encourage patients to accept treatment.
• Ensure accuracy and attention to detail to minimize patient complaints.

What You Will Bring

Skills & Passion

• Natural ability to relate to others in a compassionate, empathetic way.
• High level of emotional intelligence and a passion for helping others and ensuring success within the practice.

Communication

• Confident communicator with excellent presentation skills, whether leading a morning huddle or presenting to leadership.
• Often over-communicate to eliminate doubts, seek regular feedback, routinely summarize key points, and adapt communication style to suit the audience.

Tech-Savvy

• Comfortable troubleshooting technical issues within the practice and communicating with IT as needed.
• Comfortable using Microsoft programs such as Excel, PowerPoint, Word, etc.

Problem Solver

• Proactive in finding creative ways to overcome obstacles and engage team members in issue resolution (not just reactive).
• Comfortable mediating and resolving conflicts within the practice in a professional and objective manner.

A Collaborative Spirit

• Thrives in team environments and enjoys working with cross-functional teams to make a real impact.

FLSA Status: Exempt