Office Manager

Job Description

This full-time Manager of Operations / HR will be the first person patients and clients come into contact with. The individual will be responsible for greeting patients, responding to inquiries, scheduling appointments, managing records, and providing administrative support. Overseeing all aspects of the administration of the practice, this new position offers an excellent opportunity for someone who enjoys establishing processes and fostering growth. The role ensures a professional and welcoming environment for all patients, vendors, and visitors.

Responsibilities

• Ensure a professional and welcoming environment for all patients, vendors, and visitors.
• Perform HR responsibilities for the office.
• Engage in regular face-to-face, phone, and email interactions with patients and visitors.
• Answer phones and greet patients in-office.
• Communicate with discretion and maintain confidentiality of patient information.
• Organize and manage the practice's calendar, including scheduling meetings and patient appointments.
• Process patient arrivals, ensuring accuracy of consent forms and obtaining insurance information.
• Enter and submit patient data into the laboratory for orders.
• Maintain updated patient contact information in marketing software for email communication and newsletters.
• Finalize patient visits by confirming payment, closing out charges for the day, and scheduling follow-up appointments.
• Respond to all methods of patient communication, including text messages, email, and phone calls.

Essential Skills

• Strong administrative support and office management skills.
• Experience in healthcare, scheduling, and Microsoft Office.
• Proficiency in administration and clerical tasks, medical front desk duties, and office administration.

Additional Skills & Qualifications

• High school diploma or equivalent (associate or bachelor's degree preferred).
• 3 years of previous experience in a medical office setting preferred or a related position such as office management/front desk.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• A pleasant demeanor with a genuine interest to be of service.
• Knowledgeable and able to accurately communicate costs and services.
• Ability to work independently and as part of a team with an interest in learning.
• Ability to follow HIPAA regulations and maintain patient confidentiality.
• Strong technology skills and the ability to learn new programs to increase efficiency.

Work Environment

The work environment is a very nice, brand new office specializing in anti-aging and regenerative medicine. The facility includes two nurses in the back, an IV room, and the person who will be taking clients. The dress code requires wearing black scrubs. Hours are flexible from 8 or 9 AM to 5 PM, with the need to work a full 40-hour week. The position is temp-to-hire with standard six holidays.
Job Type & Location
This is a Contract to Hire position based out of Newport Beach, CA 92663.
Pay and Benefits
The pay range for this position is $28.00 - $31.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Newport Beach,CA 92663.
Application Deadline
This position is anticipated to close on Jul 5, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.