OFFICE MANAGER

IRON Recovery and Wellness; Trenton (NJ); On-site; USD 45,000 - 54,000; Full time

Benefits offered by this job

DailyPay

Insurance after 30 days (Medical, Dent

Vision Insurance

Wellness Programs

Employee Referral Bonuses

Job summary

IRON Recovery and Wellness is seeking an organized Office Manager to oversee administrative operations across our Trenton and Toms River sites in New Jersey. The role focuses on coordinating schedules, admissions, billing support, and record-keeping to ensure compliant, efficient operations.

The position emphasizes interdepartmental collaboration, accuracy in documentation, and improving client access and coordination with OTP services.

Qualifications

• Experience coordinating multi-site offices and schedules.
• Familiarity with electronic health records and healthcare operations.
• Ability to support licensing, accreditation, and regulatory processes.

Responsibilities

• Coordinate day-to-day administrative operations at the Trenton and Toms River locations.
• Serve as a central point of contact among program leadership, clinical and medical staff, administrative personnel, clients, and other departments.
• Assist leadership with efficient workflows, staff coverage, and communication across locations.
• Coordinate office supplies, equipment, facility needs, vendors, invoices, mail, deposits, and routine administrative functions.
• Assist with staff schedules, meetings, training, onboarding, orientation, and administrative coverage.
• Support current and future program development and business needs.

Skills

Organized

Dependable

Professional

Detail-Oriented

Customer-Service Focused

A Strong Communicator

Team-Oriented

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

OFFICE MANAGER

Regular Full Time Clerical Toms River, NJ, US

Salary: $49,500.00 Annually

Make an Impact Every Day to Support Recovery & Wellness

Office Manager

Full-Time | Trenton, NJ | $49,500 | Multi-Site Support | Career Growth

Looking for More Than Just a Job?

At IRON Recovery and Wellness Center, we're building a team of compassionate professionals dedicated to supporting individuals and families on their journey toward recovery and improved wellness.

We are seeking a highly organized and dependable Office Manager to support the effective day-to-day administrative and operational functions of our New Jersey Substance Use Disorder (SUD) treatment services, including our Opioid Treatment Program (OTP).

This position serves as an important administrative resource for program leadership, clinical and medical staff, support personnel, and clients. You'll help ensure our programs remain organized, responsive, compliant, and focused on quality client care.

The primary work location will be Trenton, with support for our Toms River location, including an anticipated on-site presence in Toms River of no more than one day per week based on operational needs.

Why Join Our Team?

• DailyPay – Access Your Earned Wages Before Payday
• Medical, Dental & Vision Insurance - Available after 30 days of employment
• Wellness Programs
• Employee Referral Bonuses

Professional Growth & Development

In this role, you'll have opportunities to:

• Develop your healthcare and behavioral health administrative skills.
• Gain experience with electronic health records and healthcare operations.
• Learn about SUD and OTP program operations.
• Support licensing, accreditation, quality, and regulatory processes.
• Work collaboratively across multiple program locations.
• Build experience in insurance, authorization, billing, and revenue-cycle processes.

You'll help:

Your work behind the scenes helps ensure clients receive the services and support they need.

• Create a welcoming and professional client experience.
• Reduce administrative barriers to treatment.
• Support timely admissions, scheduling, and referrals.
• Keep important records and documentation accurate and organized.
• Support clinical and medical teams so they can focus on client care.
• Help maintain compliant and efficient treatment operations.

What You'll Do

As an Office Manager, you'll oversee and support a wide range of administrative and operational activities across the Trenton and Toms River SUD treatment locations.

Your responsibilities include:

• Coordinate day-to-day administrative operations at the Trenton and Toms River locations.
• Serve as a central point of contact among program leadership, clinical and medical staff, administrative personnel, clients, and other departments.
• Assist leadership with efficient workflows, staff coverage, and communication across locations.
• Coordinate office supplies, equipment, facility needs, vendors, invoices, mail, deposits, and routine administrative functions.
• Assist with staff schedules, meetings, training, onboarding, orientation, and administrative coverage.
• Support current and future program development and business needs.

Client Access & Scheduling

• Assist with insurance eligibility verification and other payer-related administrative requirements.
• Monitor appointment schedules and help resolve scheduling, registration, authorization, and insurance barriers.
• Ensure required intake and administrative documentation is completed and entered into the electronic health record.
• Promote a professional, respectful, confidential, and client-centered environment.
• Perform additional duties as requested by the Executive Director.
• Provide administrative and operational support for the Opioid Treatment Program.
• Coordinate with OTP leadership, medical, nursing, counseling, and administrative staff.
• Support scheduling and coordination among medical, nursing, counseling, and administrative functions.
• Assist with maintaining required records, logs, personnel documentation, and administrative files.
• Support preparation for licensing, accreditation, regulatory reviews, audits, and inspections.
• Promptly communicate operational, documentation, scheduling, or compliance concerns to program leadership.

Electronic Health Records & Documentation

• Provide administrative support to staff using the organization's designated electronic health record.
• Assist with EHR questions and Help Desk requests within the scope of the position.
• Monitor administrative documentation for completeness and timeliness.
• Scan, upload, organize, and maintain program documentation.
• Support records-retention processes as required.
• Assist leadership with internal documentation and quality audits.
• Maintain confidentiality of client information in accordance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulations.
• Collaborate with Revenue Cycle staff to identify and address insurance, authorization, registration, and claims-related issues.
• Assist with insurance eligibility verification.
• Collect information necessary to support accurate billing.
• Ensure demographic, insurance, and other administrative information is accurate and current.
• Support processes designed to reduce preventable claim denials and administrative barriers to reimbursement.

Compliance & Quality Support

• Assist leadership with administrative systems required for New Jersey licensing, OTP requirements, accreditation, payer requirements, and organizational compliance.
• Assist with internal audits and corrective-action activities.
• Support regulatory surveys, licensing inspections, accreditation reviews, and payer audits.
• Assist with maintaining personnel and credentialing documentation.
• Follow all organizational policies and procedures related to confidentiality, HIPAA, 42 CFR Part 2, workplace safety, security, and professional conduct.
• Maintain a regular on-site presence at the Trenton location as the primary worksite.
• Ideally work approximately one day per week at the Toms River location.
• Promote consistent administrative procedures and workflows across both locations.
• Maintain regular communication with leadership and staff at both sites.
• Assist with resolving operational issues affecting either location.
• Travel between locations and to other business-related destinations as needed.

Who We're Looking For

• Organized
• Dependable
• Professional
• Detail-Oriented
• Customer-Service Focused
• A Strong Communicator
• Team-Oriented