Office Manager (Bilingual Spanish)

NYPCC; New York, Northern (NY, KY); Hybrid; USD 80,000 - 90,000; Full time

Job summary

New York Psychotherapy and Counseling Center (NYPCC) in New York, NY is seeking an experienced Office Manager to oversee front desk, maintenance, and security operations, providing strong supervision and ensuring smooth daily processes. Schedule is Monday through Friday, 9:00 AM to 6:00 PM.

You will coordinate tasks, train staff, ensure regulatory compliance, and support cross-department collaboration in a fast-paced mental health environment.

Qualifications

• High School Diploma or equivalent required.
• 5+ years of experience in office management, preferably in healthcare.
• Strong leadership, communication, and staff development skills.
• Ability to manage multiple tasks and coordinate cross-functional teams.
• Able to communicate professionally in Spanish.

Responsibilities

• Supervise Front Desk, Maintenance, and Security staff to ensure smooth operations.
• Oversee reception, scheduling, and facility management.
• Coordinate workflow, assign daily tasks, and provide staff training.
• Monitor office operations, assets, and vendor relationships.
• Ensure compliance with NYS DOH, OMH, HIPAA, OSHA policies.
• Prepare reports on operations and budget compliance.

Skills

Spanish language

Leadership and mentoring

Communication skills

Project and workflow management

Budget reporting

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

• Compensation: USD 80,000 - USD 90,000 - yearly

Company Description

Join One of New York's Most Awarded Mental Health Employers!

At NYPCC , we're not just changing lives, we're redefining what it means to build a meaningful career in mental health.

• 2025 and 2026 City & State Top Workplace in New York


• Mental Health America's Platinum Bell Seal recipient for FIVE consecutive years


• Serving 15,000+ clients every month


• 50+ years of transforming lives across New York City

If you're looking for more than just your next job, you've found it.

For over five decades, New York Psychotherapy and Counseling Center (NYPCC) has been one of New York's leading community mental health organizations, delivering innovative, compassionate care through both in-person and telehealth services. Today, we proudly serve more than 15,000 clients each month while continuing to set the standard for clinical excellence and employee experience.

At NYPCC, you'll find:

• Competitive compensation and outstanding benefits


• Career growth through our Academy and leadership development programs


• A collaborative, mission-driven culture where our employee matters


• The chance to make a lasting impact on thousands of lives every single day

Come build a career where purpose meets possibility!

Job Description

The Office Manager providesdirectsupervision ofcompetent 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.