Office Manager

Location: Peace & Harmony Counseling Services, LLC – Holt, MI
Job Type: Full-Time
Reports To: Practice Owner

About Us

Peace & Harmony Counseling Services, LLC is a compassionate and client-centered mental health private practice dedicated to fostering healing, growth, and resilience. We specialize in treating anxiety, depression, PTSD, trauma, and substance abuse for teens, young adults, and adults. Our mission is to provide a safe, non-judgmental space where individuals can explore their thoughts and emotions while receiving the highest quality of care.

We are currently seeking a dedicated and organized Office Manager to oversee the daily operations of our practice, ensuring smooth administrative workflows, excellent client service, and compliance with healthcare policies. If you are a detail-oriented professional with experience in healthcare administration and a passion for mental health, we would love to hear from you!

Job Summary

The Office Manager will play a crucial role in managing the administrative and operational functions of our outpatient mental health practice. This individual will be responsible for office efficiency, staff coordination, billing support, and maintaining a welcoming and professional environment for clients and clinicians.

Key Responsibilities

Office Administration & Operations:

• Oversee the daily operations of the practice, ensuring smooth workflow and efficiency.
• Manage office policies, procedures, and compliance with HIPAA and other regulatory requirements.
• Maintain office supplies, equipment, and software to support business functions.
• Ensure confidentiality and security of client records and sensitive information.

Client & Staff Support:

• Serve as the first point of contact for clients, providing a warm and welcoming experience.
• Address client inquiries, appointment scheduling, and assist with check-in/check-out procedures.
• Supervise front desk operations and support administrative staff as needed.
• Assist clinicians with scheduling, documentation support, and general administrative needs.

Billing & Financial Support:

• Collaborate with billing staff to ensure insurance claims are processed accurately and efficiently.
• Assist clients with questions related to payments, insurance, and financial policies.
• Monitor office expenses and work within budget guidelines to manage resources effectively.

Human Resources & Team Coordination:

• Oversee administrative staff, including hiring, training, and performance management.
• Coordinate staff schedules, meetings, and office events.
• Support a positive and collaborative work environment that aligns with the practice’s values.

Qualifications & Skills

✅ Education & Experience:

• Associate’s or Bachelor’s degree in Healthcare Administration, Business Management, or a related field preferred.
• Minimum of 2 years of experience in medical office administration, preferably in mental health or healthcare settings.
• Experience with Electronic Health Records (EHR) and practice management software (e.g., SimplePractice)

✅ Skills & Competencies:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
• Knowledge of insurance verification, billing, and HIPAA regulations.
• Ability to work independently, solve problems, and maintain confidentiality.

Benefits & Perks

✔ Medical, Dental, and Vision Insurance
✔ 401K retirement plan
✔ Short-term disability and life insurance
✔ 40 hours of PTO
✔ Paid holidays & paid birthday off 🎉
✔ 40 hours of unpaid leave annually
✔ 24 hours of bereavement leave
✔ 16 hours of Mental Health Leave annually

Why Join Us?

💙 Supportive & Collaborative Work Environment
💙 Flexible Scheduling Options (Hybrid or In-Person)
💙 Opportunities for Professional Growth & Training
💙 Work-Life Balance & Wellness-Focused Culture

If you’re a passionate and dedicated professional looking to make a meaningful impact, we’d love to hear from you! Apply today to join a team that values compassion, integrity, and empowerment in mental health care.