Office Manager

Senseablebrain; Lutz (FL); Hybrid; USD 22,000 - 32,000; Full time

Job summary

Sense Able Brain Pediatric Therapy & Learning Services in Lutz, FL is seeking an Office Manager who is energetic, organized, and people-driven to support and grow clinics.

The role requires leading a team, managing scheduling, admissions, billing, marketing, and customer service while maintaining HIPAA standards and delivering exceptional client experiences. This is a full-time, on-site position with a fast-growing practice.

Qualifications

• Experience in pediatric therapy operations is a plus.
• Excellent written and verbal communication.
• Ability to motivate and empower team.
• Comfort with scheduling, billing, and patient intake.

Responsibilities

• Reply to phones/texts/emails promptly.
• Address routine inquiries.
• Educate clients on services and offers; promote options.
• Schedule initial evaluation appointments.
• Greet clients and ensure attendance adherence.
• Create invoices and collect payment in EMR.

Skills

Leadership

Customer service

Multitasking

Detail-oriented

Communication skills

Team motivation

Tools

EMR software

Job description

Sense Able Brain Pediatric Therapy & Learning Services is looking for a professional, energetic, organized, fun, and driven person to join our team in an Office Manager role to help support and grow existing and new clinics. Our practice is a pediatric Occupational Therapy and Speech Therapy clinic in Lutz, FL that is on a mission to transform the world by delivering the highest quality intervention and client experience.

The right candidate will be a natural self-starter with strong attention to detail. We will train on specific task items listed below, though the right fit will quickly and easily pick up responsibilities and manage them on their own. We are looking for a smart and talented person who wants to be part of an elite, fast-growing organization long-term. We NEED a fun, vibrant, engaging Office Manager to further our exceptional culture as we expand. Make sure your application (i.e. cover letter) reflects this!

If you are a corporate-type person who wants to push paper and do the minimum, this isn’t for you. We expect a lot, and we reward hard work. This candidate must not be afraid to do anything related to scheduling, marketing, cleaning, customer service, collections, etc.

Full-time, on-site position

Skillset:

• You have the ability to connect, motivate, and empower all those around you inclusive of customer service, client onboarding, and have an authentic quality to your sales approach, making sure clients choose the services that are right for them.
• You are a charismatic leader who knows how to encourage team members when they are struggling and inspire staff on both good and bad days.
• You are not afraid to get your hands dirty and will do any job from scrubbing floors to patient intake calls to advance the progress of the company.
• You are compassionate with a high EQ – we work with children with developmental delays and their families.
• You are comfortable working with an administrative team to achieve KPIs in a motivational and empowering way.
• You are a driven go‑getter who wants to contribute at the highest level.
• You are punctual, reliable, and your actions match your words.
• You are naturally approachable, positive, and level‑headed. People like working with you because you know how to have fun while being task‑oriented and delivering results.
• You have strong and fluent oral and written communication.
• You are extremely detail‑oriented; you minimize mistakes because you care about getting it right.
• Spelling and grammar might be one of your super powers.
• You like to work extremely hard. You aren’t watching the clock because there is always more that needs to be done, and you like that.
• You treat any company you work for as if it was your own with a drive and ambition to create at the highest level
• You are the epitome of a creator, a doer, a leader, & most importantly an effective communicator.
• You have experience working well with lots of different personalities.
• You are purpose‑driven and driven by making a difference beyond just financial ambition.
• You have natural persuasion skills and are able to deliver the highest customer service and overcome obstacles seamlessly.

Responsibilities:

• Reply to phones/texts/emails in a timely manner
• Address routine inquiries
• Educate clients on our services and offers; promote the option that best suits their needs
• Schedule initial evaluation appts
• Ensure clients complete intake forms on time
• Greet clients
• Ensure clients are able to commit to and keep their appts to complete their plan of care
• Create Invoices and collect payment in our EMR
• Invoice 3rd party payer source(s)
• Process and fax reports
• Maintain office supplies, treatment supplies, marketing materials, and giveaways
• Maintain accurate data tracking on a daily, weekly, and monthly basis
• Maintain HIPAA compliance and training
• General office administrative tasks
• Initiate and contribute to innovation of systems
• Promote and assist in marketing efforts
• Assist in staff onboarding
• Continue to grow in skills through trainings
• Lead staff meetings if necessary
• Organize team events
• Other duties as assigned

Requirements:

• Strong desire for leadership; strong humility to be trainable
• You are the epitome of everything outlined in our skillset bullets
• Extremely intelligent and detail‑oriented
• Extremely strong technology and computer skills
• Outgoing personality with excellent communication skills (written, verbal, interpersonal)
• Does not get rattled easy and incredible at multitasking
• Deadline oriented
• Results‑oriented
• Experience in pediatric therapy operations a plus

Pay rate: $16-23/hour

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Our Mission

We help children with Sensory Processing Disorder overcome challenges to be able to succeed in school and life, because every child deserves a bright future.

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Core Values

God honoring

Love, care, and respect for all

Drive for expert status

Agile, resourceful, and efficient

Balanced life