Outpatient Office Manager at Larkin Community Hospital – Hialeah, Florida

About the Role:

The Office Manager at Larkin Palm Springs Campus (LPSC) plays a pivotal role in ensuring the smooth and efficient operation of the healthcare facility's administrative functions. This position is responsible for overseeing daily office activities, managing financial processes such as accounts payable and bookkeeping, and maintaining accurate records to support clinical and operational teams. The Office Manager acts as a central point of contact for scheduling appointments and coordinating communication across departments, thereby enhancing patient experience and staff productivity. By implementing effective office management practices and utilizing tools like QuickBooks, the role contributes to the financial integrity and organizational compliance of the campus. Ultimately, the Office Manager ensures that the administrative backbone of the healthcare service operates seamlessly, supporting the delivery of high-quality patient care.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s degree or higher in Business Administration or related field preferred.
• Minimum of 3 years experience in office management or administrative roles, preferably within healthcare services.
• Proficiency in QuickBooks and general bookkeeping practices.
• Strong knowledge of accounts payable processes and records management.
• Excellent organizational, communication, and interpersonal skills.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Healthcare Administration, or related discipline.
• Experience working in a healthcare environment or familiarity with healthcare regulations and compliance standards.
• Advanced proficiency with office management software and scheduling tools.
• Certification in office management or bookkeeping (e.g., Certified Administrative Professional, Certified Bookkeeper).
• Demonstrated leadership experience managing a team or coordinating cross-functional projects.

Responsibilities:

• Manage and oversee all general office duties including reception, correspondence, and communication flow within the campus.
• Handle accounts payable processes, ensuring timely and accurate payment of invoices and reconciliation of financial records.
• Maintain comprehensive records management systems to ensure compliance with healthcare regulations and internal policies.
• Coordinate appointment scheduling for patients and staff, optimizing calendar management to reduce conflicts and improve service delivery.
• Utilize bookkeeping and QuickBooks software to track financial transactions, prepare reports, and support budget management.
• Supervise office supplies inventory and procurement to maintain operational efficiency.
• Collaborate with healthcare providers and administrative staff to streamline office workflows and improve overall operational effectiveness.

Skills:

The Office Manager will apply office management skills daily to coordinate administrative tasks and ensure a well-organized work environment. Expertise in accounts payable and bookkeeping, particularly using QuickBooks, will be essential for managing financial records accurately and supporting budget oversight. Strong office administration and records management skills will be used to maintain compliance with healthcare regulations and facilitate efficient information flow. Appointment scheduling skills will help optimize patient and staff calendars, improving operational efficiency and patient satisfaction. Effective communication and interpersonal skills will enable collaboration with healthcare professionals and administrative staff, fostering a cohesive and productive workplace.