Office Manager

Job Description

Job Description

About Us

Mindful Sprouts is a multi-disciplinary pediatric therapy center offering ABA and Speech therapy services in a warm, family-centered environment. We are committed to delivering compassionate, high-quality care and are seeking an Office Manager to join our growing team.

Job Summary

The Office Manager serves as the first point of contact for clients and families and plays a key role in the day-to-day operations of the clinic. This individual will be responsible for front-desk duties, client communications, and supporting administrative processes to ensure a smooth and welcoming experience for all.

Key Responsibilities1. Daily Center Operations

• Serve as the primary operational point of contact during center hours.
• Oversee the daily operational flow across ABA and Speech services.
• Ensure smooth transitions between therapy sessions, group activities, and other center activities.
• Monitor daily attendance of clients and staff.
• Proactively identify and address operational issues, including room assignments, staffing gaps, transitions, parent concerns, and supply requirements.
• Ensure the center operates efficiently, professionally, and in accordance with company procedures.

2. Child Safety & Center Safety

• Maintain a safe and secure environment for all children receiving services at the center.
• Monitor the center environment for potential safety hazards and ensure they are addressed promptly.
• Ensure therapy rooms, common areas, entrances, and other areas accessible to children remain safe and suitable for use.
• Ensure appropriate staff visibility and supervision of children throughout the center.
• Escalate any safety incident, injury, safeguarding concern, or other serious issue to the appropriate management/clinical team immediately.
• Ensure staff follow established safety procedures and center protocols.
• Support appropriate emergency and incident-response procedures.

3. Cleanliness & Center Environment

• Ensure therapy rooms, common areas, front desk areas, restrooms, and administrative spaces remain clean, organized, hygienic, and professional.
• Monitor cleanliness throughout the day and coordinate with cleaning/facility personnel when additional attention is required.
• Ensure toys, equipment, furniture, and commonly used materials are maintained in a clean and safe condition.
• Ensure spills, damaged equipment, or other environmental hazards are addressed promptly.
• Monitor supplies required for maintaining cleanliness and center operations and coordinate replenishment as needed.

4. Staffing Coordination & Coverage

• Monitor daily staff attendance, including call-outs, late arrivals, and early departures.
• Communicate immediate coverage requirements to the Scheduling Team.
• Implement approved short-term coverage adjustments within the center.
• Support structured opening and closing coverage.
• Maintain appropriate staff-to-client visibility and supervision standards.
• Support onboarding and orientation of new center-based staff regarding center workflow, safety expectations, and operational standards.
• Monitor staff productivity within the center to support efficient service delivery.

5. Operational & Professional Standards

• Serve as the primary point of contact for center-based operational concerns.
• Reinforce company policies, attendance expectations, professionalism standards, and dress code.
• Monitor staff professionalism, conduct, and organization within the center and promptly report any concerns or violations to the respective department manager and upper management.
• Ensure consistent implementation of safety procedures and daily routines.
• Provide calm and structured operational leadership during high-demand situations.
• Escalate clinical matters to the Clinical Director or BCBA team, as appropriate.

6. Parent & Family Experience

• Ensure front desk operations remain welcoming, professional, and responsive.
• Oversee accurate client sign-in and sign-out procedures.
• Support resolution of non-clinical parent concerns.
• Ensure timely and consistent communication regarding operational matters.
• Escalate concerns appropriately and ensure consistent messaging to families.

7. Facilities, Supplies & Vendors

• Manage operational supplies and materials within the allocated budget.
• Monitor facility maintenance requirements and coordinate with appropriate service providers.
• Coordinate with external vendors supporting center activities.
• Ensure vendors meet applicable facility and background requirements.
• Support seasonal activities and family engagement events.
• Plan and lead monthly activities in the center for the kids.

8. Documentation & Compliance

• Maintain required operational documentation, including attendance records, visitor logs, and required center postings.
• Ensure operational records are maintained accurately and timely.
• Support compliance with company policies, center procedures, and applicable safety requirements.
• Report significant operational, safety, or facility concerns to management promptly.

Qualifications:

• Associate’s or bachelor’s degree in Business Administration, Management, or a related field required.
• Master’s degree preferred.
• Minimum of 3 years of experience as an Office Manager or in a similar management role.
• Prior experience in a medical office or therapy clinic strongly preferred.
• Excellent organizational, communication, and time-management skills.
• Professional, friendly, and patient demeanor.
• Ability to multitask, prioritize responsibilities, and remain calm in a fast-paced environment.
• Bilingual in English/Spanish is a plus.

Work Hours & Compensation:

• Full-time, Monday through Friday
• Compensation based on experience
• Benefits package available after probationary period

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