Office Manager

GD NJ Manager LLC; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Smile Dental Care is seeking an Office Manager to oversee the daily operations, staffing, and patient flow at our dental practice. You will supervise team members, ensure communication between dentists and staff, and maintain compliance and financial controls.

Responsibilities include opening/closing duties, inventory management, billing oversight, HRIS management, and KPI tracking. The role requires strong leadership, mentoring, and a patient-centered approach within a collaborative dental team.

Qualifications

• Experience supervising a dental/medical office.
• Proven ability to manage daily operations and staffing.
• Strong communication with doctors and staff.
• Familiarity with HRIS, payroll, and compliance.
• Ability to mentor and train team members.

Responsibilities

• Oversee daily office operations and coverage.
• Open/close duties and reconcile daily financials.
• Manage supplies and primary contact for the practice.
• Oversee billing, CPR certifications, and office policies.
• Lead daily huddles and team meetings as appropriate.
• Monitor KPI metrics and reporting to leadership.
• Recruit, hire, and onboard new team members.
• Manage schedules, payroll and attendance, while updating the appointment calendar.
• Support patient experience and guide treatment uptake.

Skills

Leadership

Communication

HRIS management

Payroll

Financial reporting

Mentorship

Scheduling

Patient relations

Tools

Workday

myLearning

Metric software

P&L reports

HRIS

Excel

Job description

Location: Smile Dental Care. Sign on Bonus: $1,000.00. Salary Range: Negotiable based on experience.

Working Schedule: Alternates between the following below:

Monday-Thursday with time off Friday, Saturday, Sunday

Monday, Tuesday, Wednesday OFF, Thursday, Friday, Saturday OFF, Sunday.

Chinese speaking preferred but not required.

Our office managers not only oversee daily operations of the dental practice including supervising team members, managing patient flow, achieving team goals, and providing mentorship and training, but they also serve as a vital link between the dentist and the entire team, ensuring smooth communication and coordination.

Values

• INTEGRITY: Do the right thing when no one is looking.
• MENTORSHIP: We learn from the best and share with the rest.
• PARTNERSHIP: Teamwork, unity & collaboration go faster and further.
• ACTION: We relentlessly pursue results & continuous improvement.
• CARING: We believe empathy will transform lives and strengthen communities.
• TRANSPARENCY: We have radically candid conversations to build authentic relationships.

What You'll Be Doing

• Daily Operations
  • Supervise all practice activities and ensure effective coverage for all positions.
  • Manage all opening and closing duties including reconciling daily financials.
  • Manage the supply inventory and act as the primary point of contact for the practice.
  • Oversee internal billing invoices, maintain CPR certifications, and ensure all office policies, including safety and compliance-related policies and procedures, are followed.
  • Utilize tools and resources, such as Workday, myLearning, metric software, and P&L reports, to effectively and efficiently run the office.
• Communication & Leadership
  • Plan, organize, and facilitate a daily morning huddle with all team members and additional team meetings as appropriate.
  • Develop and maintain a positive relationship with doctors and regional managers to ensure effective communication across all levels of the company.
• Practice Performance
  • Achieve results by meeting or exceeding expected monthly and quarterly performance metrics.
  • Ensure end-of-day, weekly, monthly, and quarterly tracking and reporting is accurate and readily accessible to doctors and upper management.
  • Monitor, analyze, and report on weekly/monthly KPI’s.
  • Ensure constant alignment with quarterly IMPACT goals.
  • Report out on goals, KPI’s, etc. to Regional Manager and Doctors as requested.
• Team Member Management & Support
  • Effectively supervise all practice team members, including managing the team within the Human Resource Information System (HRIS), team member performance management, and issue/conflict resolution.
  • Act as a trusted advisor to team members, providing ongoing guidance, coaching, and support.
  • Help cross train team members for professional development and office efficiency.
  • Manage practice recruiting, hiring, and onboarding of new team members.
  • Manage all team schedules, payroll, and time & attendance, while keeping the appointment scheduler up to date with office hours and doctor availability.
• Patient Support & Guidance
  • Consistently communicate with patients in a courteous, empathetic, and professional manner.
  • Prioritize the patient experience by overseeing a system for answering telephones that ensures timely response, developing and managing the patient flow through the office, and stepping in to assist wherever needed.
  • Provide support to help encourage patients to accept treatment.
  • Ensure accuracy and attention to detail to minimize patient complaints.

What You Will Bring

• Skills & Passion: You have a natural ability to relate to others in a compassionate, empathetic way. You have a high level of emotional intelligence and a passion for helping others and ensuring success within the practice.
• Communication: Whether it's leading a morning huddle or presenting to leadership, you’re a confident communicator with excellent presentation skills. You often over-communicate to eliminate doubts, seek regular feedback, routinely summarize key points, and adapt communication style to suit the audience.
• Tech-Savvy: You’re comfortable troubleshooting technical issues within the practice and communicating with IT as needed. You are comfortable using Microsoft Programs, such as Excel, PPT, Word, etc.
• Problem Solver: You’re not just reactive, but proactive in finding creative ways to overcome obstacles and engage team members in issue resolution. You are comfortable mediating and resolving conflicts within the practice in a professional and objective manner.
• A Collaborative Spirit: You thrive in team environments and enjoy working with cross-functional teams to make a real impact.

FLSA Status: Non-Exempt

We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, genetic information, protected veteran status, disability status or other legally protected status. We will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship. Completion of this form is voluntary and will only be used to report on candidate demographics. Nothing contained in this form will be accessible or used in hiring or other employment decisions. Information provided will be recorded and maintained in a confidential file for reporting purposes only.