Office Manager at CareCollab – New York, New York

CareCollab is a Medicaid care management organization serving high-acuity populations across

New York City, Westchester, and Nassau County. We work with individuals who have complex

medical, behavioral health, and social needs, including serious mental illness, substance use

disorders, chronic conditions, and housing instability.

Through New York’s Health Home program, we provide care coordination services that help

members:

• Access medical and behavioral health care

• Navigate social services and housing resources

• Stay engaged in treatment

• Avoid unnecessary hospitalizations and emergency room visits

We are seeking a highly organized, proactive, and detail-oriented Office & People

Operations Coordinator to manage day-to-day office operations while supporting core HR

functions in a fast-paced health services environment.

This individual plays a central role in ensuring a seamless, compliant, and professional

workplace experience for both employees and visitors. In addition to overseeing office

logistics, this role partners closely with leadership to support onboarding, recruitment

coordination, and employee experience initiatives, while serving as the primary liaison for

IT and office vendors

Key Responsibilities

• Oversee daily office operations to ensure a clean, organized, and efficient work

environment for care and administrative teams

• Manage office supply inventory, including ordering, tracking, and vendor

coordination

• Coordinate with building management and external vendors (e.g., cleaning,

maintenance) to ensure timely resolution of facility-related needs

• Greet visitors and serve as the first point of contact, ensuring a professional and

welcoming environment

• Support end-to-end onboarding for new hires, including workspace setup,

equipment coordination, and onboarding materials• Partner with HR and leadership to ensure a smooth and compliant onboarding

experience aligned with organizational policies

• Screen resumes and conduct initial candidate outreach to assess qualifications and

alignment with role requirements

• Coordinate and schedule interviews, ensuring a seamless and positive candidate

experience

• Track candidate pipelines and maintain organized and up-to-date recruitment

records

• Own and manage the relationship with IT vendors to ensure timely support and

issue resolution

• Coordinate employee equipment setup, system access, and troubleshooting for

new hires and existing staff

• Support ongoing maintenance and use of internal systems (e.g., HRIS,

communication tools), ensuring operational efficiency and data security

• Maintain strict confidentiality of employee and organizational information

• Support adherence to internal policies and healthcare compliance standards

Qualifications

• 2–4 years of experience in office management, HR coordination, or operations

• Experience in a healthcare, health services, or human services environment

strongly preferred

• Exceptional organizational and time management skills with strong attention to

detail

• Excellent verbal and written communication skills

• Demonstrated ability to manage multiple priorities in a fast-paced environment

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Strong problem-solving skills and ability to take initiative

• Ability to handle sensitive information with discretion and professionalism

• Experience supporting onboarding, recruitment coordination, or HR processes

preferred

• Bilingual abilities are a plus