Office Manager

Frey Consulting Group; Seattle (WA); On-site; USD 41,328 - 46,838; Full time

Benefits offered by this job

Health insurance credit

401(k) match

Paid vacation

Sick leave

Complimentary naturopathic visits

Job summary

RISE Regenerative Medicine, a boutique integrative wellness clinic in Seattle, seeks an Office Manager to become the operational heartbeat, overseeing scheduling, billing, labs, and the HBOT program on-site.

You will support two wellness providers, manage complex scheduling, and ensure a warm, efficient patient experience while growing into leadership as RISE expands.

Qualifications

• Three+ years of experience in medical administration roles.
• Experience with EHR platforms (Charm preferred).
• Comfort processing and shipping laboratory samples.
• Experience managing supplement and medical supply inventory.
• Excellent communication, organization, and multitasking skills.
• Professional, warm, reliable demeanor with attention to detail.

Responsibilities

• Greet and check in patients; manage scheduling for two providers.
• Respond to voicemails, emails, and texts promptly.
• Create invoices and superbills; process payments via Charm and Vagaro.
• Maintain EHR systems and patient documentation.
• Track and ship laboratory samples; coordinate with LabCorp and other labs.
• Manage supplement and medical supply inventories; track, order, restock.
• Support providers with daily operational needs; maintain an organized office.
• Operate the HBOT program: room patients, explain protocols, and schedule treatments.

Skills

Medical administration

Communication

Organization

Problem solving

Tools

Charm

Job description

Office Manager – Integrative Wellness Center

We're looking for someone extraordinary to become the heartbeat of our integrative wellness clinic. This isn't a role for someone who simply follows checklists—we're looking for someone who sees a broken ceiling fixture and thinks, “I got this,” instead of, “Not my job.”

We need someone who can research and implement new systems independently, remembers meaningful details about patients' lives, and brings both warmth and competence to every interaction.

This is a rare opportunity to run a boutique wellness practice with true autonomy. You'll serve as the operational backbone for two wellness providers, managing everything from complex scheduling and billing to lab processing and our unique Hyperbaric Oxygen Therapy (HBOT) Program.

You'll thrive on variety, enjoy solving problems creatively, and find genuine joy in creating community through wellness.

If you're someone who anticipates needs before they arise, naturally optimizes systems, and makes everyone feel genuinely cared for—we'd love to meet you.

For the right person, this role also offers significant room for growth. As RISE expands, you’ll have the opportunity to advance into a Multi-Clinic Manager position, helping oversee operations and teams across multiple locations.

Who We Are

RISE Regenerative Medicine is a boutique integrative wellness clinic in Lower Queen Anne, Seattle, where naturopathic medicine meets genuine community. We're not your typical medical office—we're a place where providers truly collaborate, patients walk to appointments from their neighborhood, and every team member knows patients by name and story.

What You'll Be Doing

The Office Manager serves as the primary point of contact for patients and providers alike. You'll oversee scheduling, patient communication, billing, inventory, and day-to-day clinic operations across multiple disciplines. This position is ideal for someone who enjoys variety, works independently, and takes pride in maintaining an efficient, welcoming, and well-run practice.

This role is best suited for someone who enjoys taking initiative, stays calm when priorities shift, and naturally looks for ways to solve problems rather than waiting to be directed. If you're the kind of person who sees a challenge and thinks, “I got this,” let's talk.

Essential Functions

• Greet and check in patients, manage scheduling, and coordinate care for two providers.
• Respond warmly and promptly to voicemails, emails, and text messages.
• Create invoices and superbills and process payments through Charm and Vagaro.
• Maintain EHR systems and organize patient documentation.
• Track and ship laboratory samples while coordinating with LabCorp and other laboratories.
• Manage supplement and medical supply inventories, including tracking, ordering, and restocking.
• Support providers with daily operational and administrative needs.
• Maintain a clean, organized, and professional office environment.
• Operate the Hyperbaric Oxygen Therapy (HBOT) Program, including rooming patients, explaining treatment protocols, and scheduling appointments. Full certification will be provided.

Education, Experience, and Skills Required

• Three or more years of experience in medical administration roles
• Experience with EHR platforms (Charm preferred).
• Comfort processing and shipping laboratory samples.
• Experience managing supplement and medical supply inventory.
• Excellent communication, organization, and multitasking skills.
• Professional, warm, reliable demeanor with exceptional attention to detail.
• $30-$34/hour (depending on experience)
• Clear growth potential into a Multi-Clinic Manager role as RISE expands.
• $400/month health insurance credit.
• 3% employer match for 401(k).
• Two weeks of paid vacation plus accrued sick leave.
• Four complimentary naturopathic visits each year.
• Employee discount on nutritional supplements.
• Garage parking included.
• Full-time, on-site (40 hours/week), Monday–Thursday, 9:00 AM–7:00 PM.

Why You'll Love Working Here

You’ll be part of a close-knit, collaborative clinic where your work directly supports patients' well-being. Every day offers variety, meaningful connections, and the opportunity to make a lasting impact. You’ll work closely with providers who value teamwork, patient care, and trust you to work both collaboratively and autonomously.

The RISE Collective provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The RISE Collective complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.