Office Manager

Job Description

Job Description

Gateway Oral & Maxillofacial Surgeons is a privately owned oral surgery practice focused on providing highly personalized, concierge-level care in a professional but close-knit environment.

We are looking for an experienced Office Manager who enjoys being involved in the day-to-day operation of a practice and working directly alongside the doctor and team.

This is a hands-on management position in a small private practice, not a corporate, multi-location or remote administrative role. Our Office Manager is visible and accessible to the team, interacts with patients regularly, understands what is happening throughout the office and is willing to step in when needed.

The right person will bring strong leadership and business skills while recognizing that one of their most important responsibilities is preserving what already makes Gateway successful: our team, our relationships with referring offices and the personal experience we provide our patients.

What you'll be responsible for

Team Leadership & Daily Operations

• Oversee the daily operation of the practice and keep the office running smoothly. 
• Lead, support and hold team members accountable while maintaining a positive and respectful work environment. 
• Clearly communicate responsibilities, expectations and office policies. 
• Manage recruiting, hiring, onboarding, training, scheduling, performance reviews and employee concerns. 
• Address staff issues promptly and appropriately rather than allowing problems to linger. 
• Build strong communication and teamwork between the clinical and administrative sides of the practice. 
• Provide front-office support and patient-facing assistance. 
• Make sure daily administrative responsibilities are completed accurately and on time. 

Financial & Business Oversight

• Develop a working understanding of the practice's financial performance and key business numbers. 
• Review collections, accounts receivable, payroll/staffing costs, expenses and other key indicators with the owner and bookkeeper. 
• Monitor patient collections and AR follow-up. 
• Oversee vendors, purchasing and routine practice expenses. 
• Identify operational or financial concerns early and work with the appropriate people to address them. 
• Assist with budgeting, planning and continued practice growth. 

Patient Experience & Practice Growth

• Protect and strengthen Gateway's concierge-style patient experience from the first phone call through post-operative follow-up. 
• Handle patient concerns professionally and help the team maintain a high standard of service. 
• Maintain and develop strong relationships with referring dental offices. 
• Coordinate referral-development and marketing efforts consistent with Gateway's philosophy and reputation. 
• Help identify opportunities for sustainable growth without sacrificing patient care or office culture. 

What we're looking for

• 3+ years of dental or medical practice management experience required. 
• Dental specialty or oral surgery experience strongly preferred. 
• Experience directly managing both administrative and clinical team members. 
• Bachelor's degree in business, healthcare administration or a related field preferred; significant relevant practice-management experience may be considered in place of a degree. 
• Hands-on experience with staffing, scheduling, employee management and patient service. 
• Working knowledge of dental/medical billing, collections, accounts receivable and practice finances. 
• Strong judgment, follow-through and problem-solving skills. 
• Organized and able to manage multiple priorities without losing sight of the daily needs of the office. 

What to expect at Gateway

Gateway is a small, privately owned practice with one oral surgeon and a small team.

The Office Manager:

• Works onsite and alongside the team. 
• Is regularly patient-facing. 
• Does not have a private management office. 
• Provides hands-on support when the office needs it. 
• Generally works Monday through Friday based on the operating needs of the practice. 
• Works directly with the owner rather than through layers of corporate leadership. 

If you're looking for a remote/hybrid administrative position, multi-location leadership role or primarily executive-level position, this likely will not be the right fit.

If you enjoy being part of the practice you're managing and want the ability to make a meaningful difference in a small physician-owned business, we'd like to hear from you.

Compensation & Benefits

• Competitive salary based on experience. 
• Medical, dental and vision insurance available. 
• Employer-paid life insurance, short-term disability and long-term disability coverage. 
• Paid holidays and PTO. 
• Company-sponsored retirement plan available upon meeting plan eligibility requirements. 

Our Hiring Process

Because this is an important leadership position in a small practice, our hiring process is intentionally personal. We want the process to be a good fit in both directions. You'll have an opportunity to understand how Gateway operates, meet the people you'll be working with and ask questions about the position, expectations, compensation and benefits before accepting an offer.

To apply, please submit your résumé along with a brief response to the following:

Why are you interested in managing a small, privately owned oral surgery practice, and what are you looking for in your next position?