Office Manager

Job Description

Job Description

Description

At Thomas Brown Dentistry, we've proudly served Naperville and the surrounding communities for more than 30 years by delivering exceptional, patient-centered dental care in a welcoming and supportive environment. Our well-established practice combines modern technology with a collaborative team culture where employees are valued, encouraged to grow, and empowered to make a meaningful impact every day. Lead a Practice That Makes a Difference Are you a motivated leader who thrives on building strong teams, creating exceptional patient experiences, and driving practice success? Thomas Brown Dentistry is seeking an experienced Office Manager to oversee the day-to-day operations of our busy, well-established practice. This is an exciting opportunity for a business-minded leader who is passionate about dentistry and enjoys balancing clinical support, team development, financial performance, and operational excellence. You'll play a key role in shaping our culture, supporting our doctors and team members, and ensuring every patient receives outstanding care.

The Office Manager is responsible for leading the daily operations of the dental practice to ensure exceptional patient care, operational excellence, and a positive team environment. This role partners closely with doctors and team members to oversee administrative and clinical support functions, drive office performance, maintain compliance, and support the overall success of the practice. The ideal candidate is an organized, proactive leader with strong communication skills, a passion for patient service, and the ability to effectively manage multiple priorities in a fast-paced healthcare environment. 
Key Responsibilities

• Oversee the day-to-day operations of the dental practice to ensure efficient workflows and an outstanding patient experience.
• Manage office scheduling, staffing, and daily operations to maintain appropriate coverage and productivity.
• Supervise front office and clinical support team members by providing leadership, coaching, accountability, and performance feedback.
• Foster a positive, collaborative, and patient-focused culture that supports teamwork and continuous improvement.
• Monitor key performance indicators (KPIs) and assist in implementing strategies to improve operational and financial performance.
• Coordinate patient scheduling, registration, treatment plan acceptance, billing, collections, and other administrative processes.
• Resolve patient concerns professionally and effectively while maintaining a high standard of customer service.
• Lead daily team huddles and participate in regular staff meetings to communicate goals, updates, and office priorities.
• Manage office inventory, supply ordering, vendor relationships, and equipment maintenance to support uninterrupted operations.
• Ensure accurate employee records, scheduling, attendance tracking, and completion of required documentation.
• Support recruiting efforts by assisting with candidate interviews, onboarding, orientation, and training of new team members.
• Provide ongoing coaching and professional development opportunities to help team members succeed.
• Serve as the primary liaison between the practice, doctors, and leadership to ensure clear communication and alignment with organizational goals.
• Maintain compliance with HIPAA, OSHA, infection control protocols, and all federal, state, and local regulations.
• Assist with implementing office policies, procedures, and process improvements that enhance efficiency and patient satisfaction.
• Support special projects and perform additional responsibilities as assigned.

Skills, Knowledge and Expertise

• Strong leadership, organizational, and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Strong interpersonal skills with the ability to motivate and develop team members.
• Professional, positive, and patient-focused approach to leadership.
• Ability to analyze operational challenges and implement effective solutions.
• High level of integrity, professionalism, and attention to detail.
• Proficiency with Microsoft Office and dental practice management software preferred.

• Associate's degree preferred; equivalent work experience will be considered.
• Minimum of 1 year of management or supervisory experience required.
• 2 years of experience in a dental office required
• Experience managing office operations, scheduling, and administrative teams preferred.

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to bend, reach, and perform light physical tasks associated with office operations.
• Ability to work in a clinical environment around dental equipment and patient care areas.

Benefits

• Competitive compensation
• Medical, dental, and vision insurance
• Paid Time Off (PTO)
• Paid holidays
• 401(k) with company match
• Continuing education and professional development opportunities
• Career growth opportunities within a growing organization