Office Manager (Bilingual Spanish)

New-York-Psychotherapy-and-Counseling-Center-4; New York (NY); On-site; USD 80,000 - 90,000; Full time

Job summary

New York Psychotherapy and Counseling Center (NYPCC) is seeking an Office Manager in New York, NY. The role involves supervision of front desk, maintenance, and security, with a schedule Monday–Friday 9:00 AM–6:00 PM, and ensuring smooth facility operations in a high-volume clinical setting.

The Office Manager oversees reception, operational workflows, compliance, reporting, and cross-department coordination.

Qualifications

• High School Diploma or equivalent.
• 5+ years of experience in Office Management.
• Preference for experience in behavioral health, outpatient clinics, or high-volume healthcare environments.
• Able to effectively and professionally communicate in Spanish (both verbally and written).
• Strong escalation management and problem-resolution skills.
• Demonstrated experience in team management and mentoring.
• Excellent communication and organizational skills.
• Maintains high proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Manage the reception area to ensure effective communications both internally and externally while maintaining a professional image.
• Lead the coordination and management of daily/weekly task assignments for Front Desk Receptionists and related staff.
• Provide ongoing training and guidance to Front Desk staff in their duties and responsibilities.
• Supervise front desk staff, ensuring smooth coordination with clinical and administrative teams.
• Assist with crisis intervention as needed.
• Oversee room assignments and ensure rooms and supplies are prepared for newly hired staff.
• Ensure compliance with regulatory requirements and quality standards across operations.
• Monitor operational metrics and support workflow improvement initiatives.

Skills

Office management

Spanish language

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

• Compensation: USD 80000 - USD 90000 - yearly

Company Description

New York Psychotherapy and Counseling Center (NYPCC) is New York State’s largest community mental health clinic, serving more than 15,000 clients each month through accessible in-person and telehealth services. With over 50 years of experience, we remain deeply committed to clinical excellence and meaningful care for the communities we serve.

In 2025, NYPCC was recognized by City & State as both a Top Place to Work and a Top Mental Health Care Provider in New York, and we are proud to hold Mental Health America’s Platinum Bell Seal. These honors reflect our mission-driven culture and our strong emphasis on employee well-being, professional growth, and lasting impact.

Why Work at NYPCC:

• We Pay Down Your Student Loans!
• Medical, Dental, and Vision Insurance is Paid for by NYPCC 100%
• Paid Time Off and Company Paid Holidays
• 403B Retirement Plan with Company Match!
• NYPCC Health and Wellness Events

Job Description

The Office Manager providesdirectsupervisionofcompetent support services including but not limited to all external and internal facility operational processes and systems. Oversee all Front Desk Receptionists,MaintenanceTeam, andSecurityPersonnel.

SCHEDULE: Monday - Friday 9:00 AM - 6:00 PM

Responsibilities:

Reception & Front Desk Management

• Manage the reception area to ensure effective communications both internally and externally whilemaintaininga professionalimage
• Lead the coordination and management of daily/weekly task assignments for all Front Desk Receptionists
• Provide ongoing training and guidance to Front Desk Receptionists in their duties andresponsibilities
• Supervise front desk staff, ensuring smooth coordination with clinical and administrativeteams
• Assistwith crisis intervention asneeded
• Maintain room assignments and ensure rooms/supplies are prepared for newly hiredstaff
• Obtain completed forms or letters from the Psychiatrist/Psychiatric Nurse Practitioner asrequired

Operational Oversight & Workflow Management

• Responsible for quality assurance of office operations and frontline workflow processes (including EHR check-in/out and walk-in referrals)
• Initiate and follow up on service requests for all facility maintenance and equipmentneeds
• Supervise maintenance and alteration of office areas and equipment, including layout andhousekeeping
• Utilize resources to report and track maintenance/facilityrequests
• Monitor the MetroCard distribution and reconciliationprocess
• Initiate purchase requests for office supplies, furniture, and equipment for the entire program location
• Supervise the maintenance of office equipment (PCs, printers, scanners, fax machines, etc.)
• Assistwith using Video Telehealth Technology or video meetingplatforms
• Manage the dissemination of program reports and execution of reporting follow-upassignments
• Coordinate with other teams to ensure smooth and efficient communicationflow
• Ability to support cross-department collaboration andcommunication
• Accountability fortimelyresolution of operational escalations
• Ability to analyze operational trends and support workflow improvementinitiatives

Operational Compliance

• Ensure compliance with NYS DOH, OMH, Joint Commission, HIPAA, OSHA, and organizational policies as applicable.
• Monitor adherence to front desk workflows, documentation standards, and regulatory requirements.

Performance Metrics

• Monitor and report key operational metrics, including:
• Clientwaittimes
• No-show trends/ Provider scheduling and support
• Reception qualityaudits :Develop action plans to improve operational performance.
• Respond to operational incidents and facility emergencies.
• Complete incident documentation and coordinate follow-up with leadership.
• Participate in emergency preparedness planning and drills.
• Serve as the primary liaison with:
• Building management
• Security vendors
• Facilities/Maintenance contractors

Budget Responsibilities

• Assistwith departmental budget planning.
• Monitor office supply expenses.
• Ensure cost-effective purchasing practices.
• Coordinate onboarding and offboarding of office equipment and workspace setup.
• Partner with ITregardingworkstation setup, equipment issues, and technology deployments.

Employee Onboarding

• Coordinate onboarding of Front Desk Receptionists, including workspace preparation, access requests, and orientation.
• Ensure new staff completerequiredoperational training.

Quality Improvement

• Participate in quality improvement initiatives.
• Identifyworkflow inefficiencies and recommend operational improvements.
• Support implementation of new organizational initiatives and process changes.

Customer Experience

• Monitor and promote exceptional client experience at all points of entry.
• Address client concerns and service recovery when necessary.
• Regularly conduct team huddles and staff meetings
• Conduct performance appraisals and evaluations to assess employee engagement andexpectations
• Oversight of daily staffing coverage and attendance escalations
• Conduct staff write-ups and performance documentation in line with organizationalpolicies
• Monitoring frontline professionalism and client experience standards
• Foster a culture of continuous improvement, professional development, and staffaccountability
• Serve as a mentor and trusted leader supporting team development andperformance

Professionalism & Organizational Values

• Demonstrate high emotional intelligence and foster empathetic, respectfulcommunication
• Exhibit professionalism and integrity in handling sensitive mental health information
• Anticipate and address communication or workflow barriers with innovativestrategies
• Proactivelyidentifyoperational challenges and develop client-centeredsolutions
• Demonstrated ability to manage resistance to change and support operationaltransitions
• Model resilience and adaptability in a fast-paced healthcare environment
• Ability to manage multiple competing priorities with minimalsupervision
• Maintains a high sense of urgency, accountability, andfollow-through
• Commit to ongoing professional development aligned with NYPCC’sstandards

Reporting & Communication

• Meet regularly with the Program Administrator to discuss programoperations
• Report directly to the Senior Manager, Call Center & Bronx Support Services with updates on operations, challenges, and team performance
• Effectively coordinatespecial events, employee wellness, and engagement activities

Perform other duties as assigned by Supervisorand Leadership

Qualifications

• High School Diploma or equivalent
• At least5+years of experience in an Office Managementposition
• Preference for experience in behavioral health, outpatient clinics, or high-volume healthcare environments
• Able toeffectively and professionally communicate in Spanish(both verbally and written)
• Strong escalation management and problem-resolution skills
• Demonstrated experience in team management andmentoring
• Exceptionalleadership and management skills
• Excellent communication and organizational skills
• Possesses great written and verbal communication skills and organizationalskills
• HighlyProficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Maintains a positive attitude and is friendly, upbeat, and has a great “can do”personality
• Able to work well in a fast-pacedenvironment
• Passionate about NYPCC’s mission and values

Additional Information

Salary: $80,000 - $90,000 per year

Compensation commensurate with experience and qualifications.

All your information will be kept confidential according to EEO guidelines.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

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