Workplace Experience & Office Manager

Ensemble RCM LLC; United States; On-site; USD 55,000 - 80,000; Full time

Benefits offered by this job

Benefits package

Tuition reimbursement

Job summary

Ensemble seeks a Manager, Office Administration to lead the Austin office’s day-to-day operations, provide executive support, and manage front desk services within Orchestration Works. This hands-on role shapes the employee and visitor experience with a values-driven, collaborative leadership style.

The position requires a strong background in facilities or corporate operations, healthcare IT familiarity, and the ability to influence across teams while operating independently in a dynamic

Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, or related field, or equivalent professional experience.
• 5+ years of experience in office administration, executive support, corporate operations, or facilities management.
• Proven experience supporting executive-level leaders with discretion and professionalism.
• Experience in healthcare, healthcare IT, or another regulated industry.
• Demonstrated ability to build, document, and scale administrative processes.
• Strong vendor management and budget tracking experience.
• Exceptional organizational, communication, and problem-solving skills.
• Ability to operate independently while influencing across teams.

Responsibilities

• Lead day-to-day office operations for the Austin location in coordination with Ensemble Facilities Leadership, ensuring a professional, efficient, and well-organized workplace.
• Establish, document, and continuously improve office administration policies, procedures, and workflows in coordination with Ensemble’s Facilities Leadership.
• Oversee facilities management, including maintenance coordination, space planning, safety protocols, and workplace services.
• Ensure compliance with corporate governance, workplace safety requirements, and healthcare-related operational standards.
• Coordinate business continuity and emergency preparedness planning for the office.
• Provide high-level executive support to onsite and visiting executives, including calendar coordination, meeting logistics, travel support, and expense processing.
• Orchestrate leadership meetings, offsites and events held at the Austin office.
• Prepare and manage meeting materials, presentations, and documentation with attention to accuracy and confidentiality.
• Serve as a trusted liaison between executives and internal and external stakeholders.
• Partner with functional areas to support onboarding and offboarding for associates located within Orchestration Works.
• Oversee front-desk operations, setting professional hospitality standards and ensuring polished first impressions for visitors.
• Manage visitor protocols, badging, access coordination, and office security processes in coordination with Ensemble’s Facilities Leadership.
• Oversee general office communications, mail distribution, and shared inboxes.
• Continuously improve the associate and guest experience through thoughtful service design.
• Manage vendor relationships related to facilities, security, cleaning services, office supplies, and workplace services.
• Monitor service-level agreements and oversee renewals.
• Track and manage the office administration budget with strong financial stewardship.
• Identify cost efficiencies while maintaining a high-quality workplace experience.
• Collaborate with HR, IT, Finance, and Corporate Operations to align office operations with broader organizational goals.
• Coordinate office technology and workplace tools in partnership with IT.
• Identify opportunities to improve administrative efficiency, associate engagement, and operational effectiveness.

Skills

Office administration

Executive support

Facilities management

Budget management

Vendor management

Cross-functional collaboration

Organizational skills

Independent work

Education

Bachelor’s degree in Business Administration or Healthcare Administration

Job description

Thank you for considering a career at Ensemble!

Ensemble is a leading provider of technology-enabled revenue cycle management solutions for health systems, including hospitals and affiliated physician groups. They offer end-to-end revenue cycle solutions as well as a comprehensive suite of point solutions to clients across the country.

Ensemble keeps communities healthy by keeping hospitals healthy. We recognize that healthcare requires a human touch, and we believe that every touch should be meaningful. This is why our people are the most important part of who we are. By empowering them to challenge the status quo, we know they will be the difference!

O.N.E Purpose:

• Customer Obsession: Consistently provide exceptional experiences for our clients, patients, and colleagues by understanding their needs and exceeding their expectations.

• Embracing New Ideas: Continuously innovate by embracing emerging technology and fostering a culture of creativity and experimentation.

• Striving for Excellence: Execute at a high level by demonstrating our “Best in KLAS” Ensemble Difference Principles and consistently delivering outstanding results.

The Opportunity:

Position Summary

The Manager, Office Administration plays a pivotal role in shaping the day-to-day employee and visitor experience at Orchestration Works(OW). This role leads and orchestrates office operations,executive support, and front-desk services in alignment withinOrchestration Works.

As a newly established role, this position is both hands-on and strategic—setting the standard for how the office functions while modeling inclusive, service-driven leadership. The Manager ensures that the Austin officeoperatesas a welcoming, efficient, and values-driven environment that supports collaboration, innovation, and trust across the organization.

This is an individual contributor role with broad influence, requiring sound judgment, executive presence, and the ability to lead through partnership rather than authority.

What Ensemble Leadership Looks Like in This Role

At Orchestration Works, Ensemble Leadership meansoperatingas a connected system;anticipatingneeds, elevating others, and ensuring every function works together seamlessly. In this role, that shows up as:

Acting as theconductorof office operations; coordinating people, processes, andpartnersso the organization performs at its best.

Leading through collaboration, influence, and accountability rather than formal authority.

Creating clarity, consistency, and calm in a fast-movinginnovativehealthcare ITenvironment.

Demonstrating ownership, follow-through, and respect in every interaction.

Walking the Difference

The Manager, Office Administration activelyWalks the Differenceby:

Designing office experiences that reflect Orchestration Works’ commitment to innovation and disruption while keeping people first, last and always.

Creating an inclusive, professional, and welcoming environment forassociates, clients, and partners.

Holdinghigh standardswhileremainingadaptable, thoughtful, and service-orientated

Key Responsibilities

Office & Facilities Management

• Lead day-to-day office operations for the Austin locationin coordination with the Ensemble FacilitiesLeadership, ensuring a professional, efficient, and well-organized workplace.
• Establish, document, and continuously improve office administration policies, procedures, and workflowsin coordination with Ensemble’s Facilities Leadership.
• Oversee facilities management, including maintenance coordination, space planning, safety protocols, and workplace services.
• Ensure compliance with corporate governance, workplace safety requirements, and healthcare-related operational standards.
• Coordinate business continuity and emergency preparedness planning for the office.

Executive & Administrative Support

• Provide high-levelexecutivesupport to onsite and visiting executives, including calendar coordination,meetinglogistics, travel support, and expense processing.
• Orchestrateleadershipmeetings, offsites andevents held at the Austin office.
• Prepare and manage meeting materials, presentations, and documentation with attention to accuracy and confidentiality.
• Serve as a trusted liaison between executives and internal and external stakeholders.
• Partner withfunctional areasto support seamless onboarding and offboarding forassociateslocatedwithin Orchestration Works.

Reception & Front Desk Experience

• Oversee front-desk operations, setting the standard for professionalism, hospitality, and service.
• Ensure consistent reception coverage and a polished first impression for all visitors.
• Manage visitor protocols, badging, access coordination, and office security processesin coordination with Ensemble’s Facilities Leadership.
• Oversee general office communications, mail distribution, and shared inboxes.
• Continuously improve theassociateand guest experience through thoughtful service design.

Vendor, Budget & Resource Management

• Manage vendor relationships related to facilities, security, cleaning services, office supplies, and workplace servicesin coordination with Ensemble’s Facilities Leadership
• Monitor service-levelagreements, andin coordinationoversee renewals.
• Track and manage the office administration budget with strong financial stewardship.
• Identifycostefficiencieswhilemaintaininga high-quality workplace experience.

Cross-Functional Partnership

• Collaborate closely with HR, IT, Finance, and Corporate Operations to align office operations with broader organizational goals.
• Coordinate office technology and workplace tools in partnership with IT.
• Identifyopportunities to improve administrative efficiency,associate engagement, and operational effectiveness.

Required Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field, or equivalent professional experience.
• 5+ years of experience in office administration, executive support, corporate operations, or facilities management.
• Proven experience supporting executive-level leaders with discretion and professionalism.
• Experience in healthcare,healthcareIT, oranother regulated industry.
• Demonstrated ability to build, document, and scale administrative processes.
• Strong vendor management and budget tracking experience.
• Exceptional organizational, communication, and problem-solving skills.
• Ability tooperateindependently while influencing across teams.

Preferred Qualifications

• Experience supporting a growing or transforming organization.
• Familiarity with healthcare compliance concepts in a corporate environment (e.g., HIPAA awareness).
• Experience in multi-site or hybrid workplace environments.
• Certifications in facilities management or business operations (CFM, PMP, CAP).
• Prior oversight of reception or front-office service models.

Core Competencies

• Ensemble Leadership & Influence
• Operational Excellence
• Executive Presence
• Service & Hospitality Mindset
• Process Improvement
• Financial & Vendor Stewardship
• Compliance Awareness
• Cross-Functional Collaboration
• Discretion & Trust

Work Environment

This role is based in Orchestration Works’ Austin office and requires onsite presence.Occasional after-hours support may be needed for executive events or facilities issues.With this being an innovation center, hours may not be your typical 8-5pm and will fluctuate based on the business need.

This position pays between $55K - 80K/year

#KS1-LI

Join an award-winning company

Five-time winner of “Best in KLAS” 2020-2022, 2024-2025

Black Book Research’s Top Revenue Cycle Management Outsourcing Solution 2021-2024

22 Healthcare Financial Management Association (HFMA) MAP Awards for High Performance in Revenue Cycle 2019-2024

Leader in Everest Group’s RCM Operations PEAK Matrix Assessment 2024

Clarivate Healthcare Business Insights (HBI) Revenue Cycle Awards for strong performance 2020, 2022-2023

Energage Top Workplaces USA 2022-2024

Fortune Media Best Workplaces in Healthcare 2024

Monster Top Workplace for Remote Work 2024

Great Place to Work certified 2023-2024

• Innovation
• Work-Life Flexibility
• Leadership
• Purpose + Values

Bottom line, we believe in empowering people and giving them the tools and resources needed to thrive. A few of those include:

• Associate Benefits – We offer a comprehensive benefits package designed to support the physical, emotional, and financial health of you and your family, including healthcare, time off, retirement, and well-being programs.
• Our Culture – Ensemble is a place where associates can do their best work and be their best selves. We put people first, last and always. Our culture is rooted in collaboration, growth, and innovation.
• Growth – We invest in your professional development. Each associate will earn a professional certification relevant to your field and can obtain tuition reimbursement.
• Recognition – We offer quarterly and annual incentive programs for all employees who go beyond and keep raising the bar for themselves and the company.

Ensemble is an equal employment opportunity employer. It is our policy not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender, gender identity, religion, national origin, age, disability, military or veteran status, genetic information or any other basis protected by applicable federal, state, or local laws. Ensemble also prohibits harassment of applicants or employees based on any of these protected categories.

Due to business, operational, payroll, and regulatory requirements, this position is limited to individuals who reside and are authorized to work within the United States. Applications generated from outside the United States will not be considered. Individuals may reapply when located within the United States.

Ensemble provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law. If you require accommodation in the application process, please contact [e-mail].

This posting addresses state specific requirements to provide pay transparency. Compensation decisions consider many job-related factors, including but not limited to geographic location; knowledge; skills; relevant experience; education; licensure; internal equity; time in position. A candidate entry rate of pay does not typically fall at the minimum or maximum of the role’s range.

Employment Disclaimers – Ensemble