Office Manager & Human Resources Coordinator

Job Description

Job Description:\n\nSalary: Starting Annual Salary: $56,000 Office Manager / Human Resources Coordinator Side by Side Behavioral Health LLCFull-Time | Salaried PositionStarting Annual Salary: $56,000Locations: Orlando, Kissimmee, and Winter Park, Florida About Side by Side Behavioral Health Side by Side Behavioral Health LLC is a growing Florida-based provider of Applied Behavior Analysis services for children and adolescents with autism spectrum disorder and related developmental needs. We are seeking a highly organized, dependable, and proactive Office Manager / Human Resources Coordinator to support administrative operations, employee processes, payroll coordination, facility readiness, compliance, and operational accountability across our three offices. This is not a traditional front-desk-only position. The successful candidate must be able to independently manage competing priorities, maintain accurate systems, follow assignments through completion, communicate professionally with employees and leadership, and identify problems before they interfere with operations. Position Summary The Office Manager / Human Resources Coordinator supports the daily administrative and operational needs of Side by Side Behavioral Health across its Orlando, Kissimmee, and Winter Park offices. The Office Manager is generally assigned to one office location per workday and remains at that office for the full day. The employee is not expected to routinely travel between multiple offices during the same workday. Travel to another office during the same day may occasionally be required because of an emergency, inspection, urgent operational issue, or leadership direction. The Office Manager must visit each office at least once per week unless leadership modifies the schedule based on operational needs. This position reports primarily to the Director of Operations and may also receive direction from the CEO, Clinical Director, and other authorized members of leadership. The role requires strong attention to detail, confidentiality, professional judgment, independent follow-through, and the ability to work effectively in a regulated healthcare environment. Primary Responsibilities Multi-Site Office OperationsWork from one assigned office location per workday.Remain at the assigned office for the full day unless leadership determines that same-day travel is necessary.Visit each Side by Side office at least once per week.Complete facility, safety, HR, inventory, compliance, and operational reviews at each location.Maintain awareness of pending tasks, deadlines, inspections, and facility needs across all three offices.Track location-specific concerns and corrective actions.Adjust the weekly office rotation when directed by leadership.Travel between company locations when operationally necessary. Human Resources CoordinationMaintain accurate employee information in BambooHR.Support employee onboarding and offboarding.Track employment documents, policy acknowledgements, training records, and background-screening requirements.Follow up with employees regarding missing or incomplete documentation.Monitor attendance, missed punches, tardiness, call-outs, and timekeeping concerns.Document employee contacts when appropriate.Support employee communication regarding company policies and procedures.Escalate employee-relations concerns, workplace misconduct, safety concerns, harassment allegations, confidentiality concerns, and policy violations.Protect confidential personnel, payroll, medical, compensation, and disciplinary information.Maintain neutrality and professionalism when handling employee concerns. Payroll and Timekeeping CoordinationReview BambooHR clock-in and clock-out records.Identify missed punches, incorrect time entries, PTO discrepancies, leave entries, and other payroll-related concerns.Follow up with employees and supervisors before payroll deadlines.Escalate unresolved payroll or timekeeping discrepancies to leadership.Maintain strict confidentiality regarding wages, compensation, payroll records, and employee information.Assist with payroll preparation and administrative review as assigned. Task ManagementReview assigned Monday.com software boards daily.Maintain accurate task statuses, owners, priorities, due dates, notes, and next actions.Identify overdue, incomplete, unclear, or blocked tasks.Document follow-up with employees, vendors, landlords, and leadership.Upload supporting documents, photographs, screenshots, or evidence of completion when required.Close tasks only after completion has been verified.Create a board or tracking process when an important operational workflow is not already being tracked. Assigned boards may include:Human resources follow-upEmployee onboardingEmployee offboardingFacility complianceMaintenance and vendor follow-upEmergency readinessInsurance enrollmentCredentialingIntake supportClient onboarding and renewalsInventoryCompliance findingsLeadership corrective actions CentralReach Employee and Provider InformationMaintain assigned employee and provider profiles in CentralReach.Track professional licenses, certifications, NPI numbers, Medicaid provider numbers, and credentialing information.Monitor credential and certification expiration dates.Follow up on missing, inconsistent, or expired information.Notify employees and leadership of provider-information concerns.Ensure provider information aligns with BambooHR and other company records.Update employment or provider status as assigned during hiring, transfers, leave, or separation. The Office Manager is not authorized to modify treatment plans, clinical protocols, assessments, behavior plans, session notes, or other clinical documentation unless specifically authorized and trained to perform an administrative function. Facility Compliance and SafetyConduct routine facility walkthroughs.Monitor office cleanliness, organization, and operational readiness.Identify and document safety hazards.Review fire extinguishers, inspection tags, exit signs, emergency lights, evacuation maps, first aid kits, and emergency exits.Ensure hallways and exits remain clear.Track permits, inspections, Business Tax Receipts, required postings, and compliance deadlines.Maintain facility and inspection documentation in an organized and retrievable manner.Report urgent safety or security concerns immediately. Emergency and Hurricane ReadinessMaintain emergency-readiness materials for each office.Review hurricane, severe-weather, flooding, water-intrusion, utility-outage, security, and emergency-closure procedures.Maintain current contacts for leadership, landlords, property managers, utilities, ADT, and maintenance vendors.Monitor first aid supplies, flashlights, batteries, and other emergency materials.Complete pre-storm and post-storm facility checks when directed.Document facility damage, flooding, leaks, outages, or unsafe conditions.Provide leadership with accurate information regarding office closure, delayed opening, early dismissal, or reopening decisions. Vendor, Landlord, and Maintenance CoordinationCommunicate with cleaning, pest-control, HVAC, plumbing, electrical, internet, phone, ADT, fire-safety, and maintenance vendors.Track service requests from the initial report through completion.Coordinate vendor appointments.Document contact dates, service dates, next steps, and outcomes.Follow up with landlords and property managers.Escalate delays, unresolved concerns, or service failures.Obtain leadership approval before authorizing major expenses, recurring services, contracts, construction, or permanent facility modifications. Inventory and SuppliesMaintain assigned inventory information in Sortly.Monitor office, bathroom, cleaning, safety, first aid, emergency, and staff supplies.Record items received, transferred, depleted, damaged, or missing.Identify low inventory.Coordinate supply requests.Escalate shortages that could affect safety, operations, or service delivery. Communication and Administrative SupportCommunicate professionally with employees, parents, caregivers, vendors, visitors, and leadership.Document important operational communications.Route clinical questions and treatment concerns to clinical leadership.Support intake, scheduling, or billing with limited administrative tasks when specifically assigned.Use approved company communication systems.Avoid making unauthorized employment, financial, clinical, payer, or scheduling commitments. What Success Looks Like The successful Office Manager will be able to clearly explain:What is pending at each office.What tasks are overdue.What employee documents are missing.What timekeeping issues require correction.What credentials are missing or approaching expiration.What facility or safety concerns exist.What vendors are pending.What supplies need to be ordered.What inspections or compliance deadlines are approaching.What emergency-readiness concerns exist.What matters require leadership review. The Office Manager will consistently provide evidence of completion, maintain accurate systems, communicate barriers early, and prevent repeated problems. Minimum QualificationsAt least two years of experience in office management, human resources coordination, healthcare administration, payroll support, compliance, or a similar administrative position.Demonstrated ability to manage multiple priorities and deadlines.Strong written and verbal communication skills.High level of accuracy and attention to detail.Ability to maintain confidential employee and client information.Experience using HR, payroll, timekeeping, task-management, electronic-record, credentialing, or inventory systems.Proficiency with email, cloud-based platforms, spreadsheets, document management, and electronic communication.Reliable transportation and the ability to work from offices in Orlando, Kissimmee, and Winter Park.Ability to work independently and remain accountable without continuous supervision.Ability to remain calm and professional during urgent or sensitive situations.Ability to pass all required background screenings.Ability to work in an environment serving children and adolescents with autism and related developmental needs. Preferred QualificationsExperience in ABA, behavioral health, pediatric therapy, healthcare, education, or another regulated service environment.Experience using BambooHR.Experience using Monday.com.Experience using CentralReach.Experience reviewing payroll or employee timekeeping.Experience with employee onboarding and offboarding.Experience tracking professional credentials.Experience supporting compliance and audit readiness.Experience coordinating vendors, inspections, permits, or facility maintenance.Experience supporting multiple office locations.Bilingual English and Spanish communication skills. Schedule and Work Locations This is a full-time, on-site, multi-location position. The Office Manager will generally:Be assigned to one office location per workday.Remain at the assigned office for the full workday.Visit each office at least once per week.Use remaining workdays for administrative follow-up, vendor coordination, leadership reporting, emergency readiness, and operational priorities.Travel to a second office during the same day only when necessary because of an urgent operational matter or leadership direction.Attend inspections, vendor appointments, onboarding meetings, and other assigned operational activities. This position is not fully remote. Compensation and BenefitsStarting annual salary: $56,000Biweekly payrollUp to 80 hours of paid time off, subject to company policy and eligibility requirementsRetirement-plan participation, subject to plan eligibilityDiscretionary performance bonus eligibilityProfessional development and advancement opportunities within a growing multi-site organization Benefits are governed by company policies and applicable plan documents. This Position Is a Strong Match for Someone WhoNotices missing information without waiting to be told.Follows tasks through completion.Documents conversations and actions clearly.Can manage confidential HR and payroll information.Is comfortable holding employees accountable for administrative requirements.Can respectfully follow up when information remains incomplete.Uses checklists, calendars, task boards, and systems consistently.Communicates problems early rather than hiding or delaying them.Can balance strategic administrative work with hands-on office responsibilities.Is comfortable working at three office locations on different days.Can accept corrective feedback and provide evidence that an issue was resolved.Takes ownership of assigned responsibilities. This Position May Not Be a Good Match for Someone WhoPrefers to wait for detailed instructions before taking action.Does not regularly update task-management systems.Has difficulty following up with employees regarding missing documents or deadlines.Is uncomfortable handling confidential HR or payroll information.Frequently misses deadlines without communicating barriers.Marks tasks complete before verifying the work.Prefers a single-location or fully remote position.Has difficulty balancing interruptions with planned work.Avoids documenting sensitive or difficult conversations.Becomes defensive when receiving corrective feedback.Requires leadership to repeatedly identify the same problems. Equal Employment Opportunity Side by Side Behavioral Health LLC provides equal employment opportunities to qualified applicants and employees in accordance with applicable law. Employment decisions are based on qualifications, performance, business needs, and the requirements of the position.