Office Manager

Job Description Job Description Job Title: Office Manager Organization:

Perfect Harmony Health Location: Roswell, GA Job Type: Full-Time About Us:

Perfect Harmony Health is a nonprofit private practice specializing in Neurologic Music Therapy® (NMT®). Our mission is to provide exceptional, evidence-based music therapy services to individuals of all ages and abilities, fostering growth, healing, and connection through music. We are seeking a dedicated and highly organized Office Manager to oversee the daily operations of our clinic and support our growing team.

Position Summary:

The Office Manager is responsible for ensuring smooth day-to-day operations of our clinic, providing administrative support to therapists and staff, coordinating scheduling, managing client intake procedures, overseeing office facilities, and serving as a liaison for HR and nonprofit endeavors. The ideal candidate is highly organized, detail-oriented, and relationship-focused, with a passion for serving special populations. Key Responsibilities:

Scheduling & Client Coordination Schedule appointments for clients, staff sick/vacation coverage, and Saturday contractor events. Manage intake and scheduling for grant-funded programs. Support therapists with scheduling needs.

Ensure efficient outreach, scheduling, and training of volunteers and observers. Client Intake & Communication Handle new business inquiries and completion of all initial intake procedures. Consult with new clients on the benefits of (NMT®), escalating communications as needed.

Verify initial insurance benefits and communicate coverage details to clients. Meet and greet clients, providing a welcoming orientation to the clinic. Ensure high levels of client satisfaction and adherence to intake processes.

Administrative Support & Office Operations Manage and respond to inquiries through the info email address. Act as the point of contact for the general information/new business phone line, directing inquiries appropriately. Work with the billing coordinator to communicate billing details directly to clients.

Track and maintain company depreciable assets. Order and maintain office supplies and equipment. Ensure the cleanliness and professional appearance of the office, including lobby, treatment rooms, bathrooms, workroom, and kitchen areas.

Manage communication with administrative staff and property management regarding facility needs and safety. Handle incoming and outgoing mail. Other duties as assigned.

Nonprofit & Outreach Support Assist in supporting Perfect Harmony Health’s nonprofit programs and events, including board and advisory support. Participate in outreach efforts to promote community engagement and program awareness. HR & Team Support Serve as the HR liaison for clinic staff and interns.

Clinic orientation for new therapists and interns. Oversee scheduling orientation for new therapists and interns. Maintain awareness of team dynamics and morale, ensuring effective communication with the administrative team.

Provide administrative support to therapists and clinic staff as needed. Ensure compliance with policies and procedures, acting as a role model for safety and efficiency. Attend weekly staff meetings and contribute to continuous improvement initiatives.

Track personal work expenses and adhere to budget policies. Support staff and clients in emergencies or unexpected situations as needed. Compliance & Training Maintain client privacy and ensure HIPAA compliance.

Obtain and maintain BLS/CPR Certification and MANDT training to support clinical staff as needed. Physically able to assist clinical staff. Ability to frequently stand, walk, and bend for extended periods, lift and transfer clients weighing up to 200 pounds (as trained and explicitly taught by PHH with MANDT protocol) and perform manual dexterity tasks.

Qualifications: Passion for music and working with special populations. Willingness to learn the methodology of NMT® and client-preferred language. Strong empathy, relationship-building, and customer service skills.

Strong communication and interpersonal skills, with a focus on providing excellent customer service. Experience in healthcare, therapy, or special needs settings is preferred but not required. Bachelor’s degree preferred but not required.

Highly organized, detail-oriented, and physically capable of managing office operations. Strong leadership, teamwork, and communication skills to build a high-performing team. Demonstrated ability to handle sensitive information with confidentiality and professionalism.

Proven experience as an office manager, administrative assistant, or similar role, ideally in a healthcare or therapy setting. Familiarity with electronic medical records (EMR) systems and medical billing software is a plus. Experience with insurance verification and claims submission is a bonus.

Knowledge of clinical diagnostic terminology and related therapeutic treatments is a plus. Compensation & Benefits: Salary range $32,000 - $42,000 based on experience.

Collaborative and mission-driven work environment. Alternative work week schedule. Medical Insurance (50/50 Employer/Employee Covered) Dental and Vision Benefits available at cost to the employee Workers Compensation Insurance Professional Liability Insurance 10 PTO Days (more earned through performance and tenure) Scheduled Holidays Closures 6-8 week Partial Pay for Disability/Maternity Leave after 1 year employment Opportunities for professional development and training.

Yearly MANDT training Bi-Annual CPR/BLS and Fist Aid certification How to Apply: Interested candidates should submit their resume with three references and a cover letter outlining their qualifications and passion for the role to HannahPerfectHarmonyHealth.com. Applications will be reviewed on a rolling basis until the position is filled. Join us in making a difference through music therapy at Perfect Harmony Health