Office Manager

Opsgroupsf; San Francisco (CA); On-site; USD 39,000 - 48,000; Full time

Benefits offered by this job

Paid sick leave

Benefits package as per California law

Job summary

OPS Group in San Francisco is seeking an Office Manager to lead patient-facing operations at a brand-new Orofacial Pain Specialty practice. You’ll own the front desk, scheduling, vendor coordination, and daily administration in a fast-paced, patient-focused environment.

You’ll collaborate with Dr. Kruman, implement new tools, and help shape the practice culture with a hands-on, proactive approach. Compensation: $28–35/hour, full-time, California law-compliant benefits.

Qualifications

• 2–3+ years in a role with front-desk responsibilities and operational ownership

Responsibilities

• Greet patients and deliver a warm, professional front-desk experience
• Manage check-in/check-out and keep the front desk organized
• Schedule and coordinate appointments in AthenaHealth
• Answer phones and respond to patient inquiries clearly across channels
• Maintain a calm environment and protect patient privacy
• Own daily office operations, vendor coordination, and facilities needs
• Support basic financial processes and onboarding of new vendors/partners
• Build relationships with patients, providers, vendors, and the community
• Plan and host occasional events for the practice and patients

Skills

People-facing experience

Organizational skills

Proactive problem solving

Tools

AthenaHealth

Job description

Schedule Monday–Friday, approximately 8:30 AM–5:00 PM (may vary based on patient needs)

The Orofacial Pain Specialty Group (the OPS Group, for short) is a new specialty practice in San Francisco dedicated to providing thoughtful, comprehensive care to patients experiencing complex orofacial pain conditions—TMJ disorders, chronic headaches and migraines, sleep apnea, and related conditions that too often go misdiagnosed or dismissed elsewhere.

The practice is led by Dr. Benjamin Kruman, DDS DABOP, a board-certified orofacial pain specialist and Assistant Clinical Professor at UCSF School of Dentistry.

We're built around a simple idea: patients dealing with complex orofacial pain deserve private, unhurried, evidence-based care—especially the ones who haven't found relief anywhere else. That means real time for diagnosis, conservative treatment planning, and a practice that never feels rushed. The Office Manager sets that tone before a patient even sits down in the chair.

We're at the very beginning: a new office, a new team, and a lot still to build.

The Office Manager is the person who makes the practice run—the first voice a patient hears on the phone, the first face they see when they walk in, and the person keeping everything else on track behind the scenes.

Our practice is built on four values—compassion, communication, innovation, and education—and the Office Manager brings them to life before a patient ever sits down in the chair. Compassion means genuine warmth for people who are often anxious or in pain. Communication means being clear and responsive with both patients and the team. Innovation means helping us build better systems as a brand-new practice figures out how it wants to run. And education means constantly learning—new tools, new processes, better ways to take care of people.

This is a hands-on, high-ownership role. You'll move fluidly between greeting patients, managing the schedule, ordering supplies, coordinating vendors, and building the systems and processes the practice doesn't have yet because it's brand new. You'll work directly with Dr. Kruman and have real input into how the practice runs day to day—not just executing someone else's playbook, but helping write it.

We're looking for someone who takes ownership without waiting to be asked. You'll rarely be told exactly how to do something—you'll be trusted to figure it out, ask good questions when you need to, and follow through. If you notice something's off, you fix it or flag it. That instinct matters more to us than having every process memorized on day one.

Responsibilities

What You'll Do

Patient Experience & Front Desk

• Welcome patients and create a warm, professional, comfortable experience from the moment they arrive.
• Manage check-in/check-out and keep the front desk organized.
• Schedule and coordinate appointments, follow-ups, and referrals in AthenaHealth.
• Answer phones and respond to patient inquiries clearly and professionally across phone, email, and other channels.
• Maintain a calm, welcoming environment for patients who may be dealing with pain, anxiety, or uncertainty—and protect their privacy and confidentiality at all times.

Office Operations & Practice Support

• Own the day-to-day administrative operations of the practice—supplies, vendors, building management, maintenance, deliveries, and general facilities needs.
• Maintain organized files, records, and documentation; support basic financial processes like invoices, payments, and expense tracking.
• Serve as a trusted operational partner to Dr. Kruman—anticipate needs, coordinate his calendar, and solve problems before they become bigger ones.
• Help implement new tools, systems, and processes as the practice grows, and look for ways to improve how things run.
• Assist with onboarding new vendors, partners, and (eventually) team members.
• Build relationships with patients, referring providers, vendors, and the local community—and represent the practice well while doing it.
• Help plan and host occasional events for the practice, its partners, and its patients.

About you

Who You Are

You're warm, capable, organized, and proactive—the kind of person who notices what needs to happen next and takes it on without being asked twice.

Requirements

• 2–3+ years of experience in a role with real people-facing responsibility and operational ownership—healthcare, dental, hospitality, or another high-touch professional services environment
• Front-desk, office administration, or practice coordination experience—or something close enough that the transition is short
• Clear, warm communication, in writing and in person
• Ability to hold multiple priorities at once without losing your calm
• Follow-through—you do what you say you're going to do, every time
• Comfortable learning new systems and technology—we'll provide guidance, tutorial videos, and coordinate with AthenaHealth's training resources to get you up to speed on our EHR/scheduling software
• Available in-office 5 days/week, with occasional evening events
• CPR certification required within 2 weeks of your start date—not needed to apply. OPS Group covers the full cost of certification and training.

Nice to Haves

• Prior healthcare or dental industry experience
• Familiarity with HIPAA and patient privacy practices

Why Join Us

This is a chance to get in early on a new specialty practice and actually shape how it runs—not step into a fully built machine. The systems, culture, and patient experience here are still being written, and you'll have real input into all of them. As the practice grows, so will your role.

If that sounds exciting rather than daunting, we'd love to hear from you.

Compensation: $28–35/hour, depending on experience.

This is a full-time, non-exempt position. The practice provides legally required paid sick leave and other benefits and protections required under applicable California law. Additional benefits, if any, will be discussed during the hiring process.

Our process

What to expect

Step 1

A short conversation to learn about you and share more about the role.

Step 2

In-person interview with Dr. Kruman

A deeper, in-person conversation about the role, your experience, and the practice.

Step 3

Reference check

We follow up with your references.

Step 4

Offer

If it's a match, we'll extend an offer and walk through next steps.

Step 5

Onboarding and CPR certification

You join the team and complete your CPR certification within two weeks of starting—fully covered by OPS Group.

Equal opportunity

Orofacial Pain Specialty Group is committed to providing an inclusive workplace and equal employment opportunities. We consider qualified applicants without regard to legally protected characteristics under applicable federal, state, or local law.

Reasonable accommodations are available for qualified applicants and employees with disabilities. If you require an accommodation during the application or interview process, please let us know.