Office Manager

Metro Atlanta Recovery Residences; Atlanta (GA); On-site; USD 42,000 - 64,000; Full time

Job summary

Ontario Trillium Foundation seeks an Office Manager to coordinate admissions, maintain census data, manage the front desk, and ensure smooth daily operations in a compassionate environment. The role requires professionalism, discretion, and excellent communication when assisting individuals seeking help for substance use and mental health concerns.

The position also oversees supply management and coordination with staff to support clinical workflows.

Qualifications

• Experience coordinating admissions in a healthcare or behavioral health setting.
• Strong communication and interpersonal skills to interact with clients, families, and referral sources.
• Ability to maintain confidentiality and demonstrate discretion in sensitive situations.

Responsibilities

• Coordinate admissions from arrival with clinical, medical, and admissions staff.
• Verify demographic, insurance, and referral information and complete intake paperwork.
• Maintain accurate daily census and reconcile with clinical and billing teams.
• Greet visitors, manage front desk, and route calls professionally, including calls from distressed individuals.
• Monitor inventory of office and program supplies and manage vendor relationships within budget.

Skills

Admissions coordination

Census management

Phone etiquette

Front desk management

Inventory management

Communication

Confidentiality

Tools

EHR system

Job description

Position Summary

The Office Manager is the operational hub of the facility. This person coordinates the admissions process, keeps census data accurate and up to date, manages incoming calls, and keeps the facility stocked with the supplies needed for daily operations. They are often the first point of contact for prospective clients, families, and referral sources, so the role calls for professionalism, discretion, and compassion toward people seeking help for substance use and mental health concerns.

Key Responsibilities

Admissions

• Coordinate the admissions process from arrival, working with clinical, medical, and admissions staff so each client's intake goes smoothly.
• Gather and verify demographic, insurance, and referral information, and make sure intake paperwork and consents are complete before or at admission.
• Complete admissions paperwork and procedures.
• Keep in touch with families, and prospective clients about admission status, following confidentiality requirements.

Census Management

• Keep an accurate daily census for all levels of care, including admissions, discharges, transfers, and changes in level of care.
• Reconcile census data in the electronic health record (EHR) with clinical and billing teams.
• Produce daily and weekly census reports for leadership..

Phone and Front Office

• Answer and route calls professionally, including calls from people in distress. Know when to upscale to clinical staff.
• Greet visitors, manage the front desk, and keep the reception area welcoming.
• Take accurate messages and make sure time-sensitive inquiries, especially admissions calls, are followed up promptly.

Supply Management

• Monitor inventory of office, household, and program supplies, and place orders to keep adequate stock.
• Track vendor relationships, orders, and deliveries, and keep purchasing within budget.
• Organize storage areas and keep inventory records up to date.