Office Manager

Job Summary

We are seeking an organized, proactive, and compassionate Office Manager to join our team.
The successful candidate will be the first point of contact for our clients and their families,
playing a crucial role in creating a welcoming and supportive environment. The Office Manager
will be responsible for a variety of administrative tasks, including greeting clients, managing
supplies, scheduling, handling documents, verifying insurance benefits, and supporting our classroom
and social media efforts. This position requires excellent interpersonal skills, attention to detail,
and the ability to multitask in a fast-paced setting.

Key Responsibilities

• Onboarding of Employees: Collect all required documentation for new employees and keep employee records up to date. Deliver New Employee Orientation to all employees at their location.
• Greeting Clients and Family Members: Provide a warm welcome to all visitors, ensuring they feel supported and informed from the moment they enter our center.
• Client Communication: Communicating with client families about upcoming changes, future events, announcements, sending pictures, etc.
• Stocking and Ordering of Supplies: Maintain inventory levels of office and classroom supplies, placing orders as needed to ensure all departments are well-equipped and keeping an Excel document for tracking.
• Scheduling Tours: Coordinate and schedule tours for prospective clients and families, showcasing the facilities and services offered by Phoenix Autism Center.
• Collecting Intake Documents: Manage the collection and organization of intake documents, ensuring all necessary paperwork is completed and filed appropriately.
• Verifying Insurance Benefits: Work closely with families and insurance providers to verify coverage and benefits, facilitating a smooth onboarding process for new clients.
• Scheduling: Schedule technicians with their clients and make schedule changes as needed due to call-offs, vacations, appointments, naps, etc.
• Making Classroom Curriculum and Stimuli: Assist in the preparation of curriculum materials and educational stimuli, supporting our educational team in creating an engaging learning environment.
• Assisting with Social Media Posting and Mailchimp Newsletters: Contribute to the center’s social media presence by assisting with content creation and posting, helping to raise awareness and share valuable resources with our community. Also, send out monthly newsletters to our client database.
• Additional Responsibilities: Perform other related duties as assigned, supporting the efficient operation of the center and the well-being of our clients.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Previous experience in an administrative or customer service role; experience in a healthcare or educational setting is a plus.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with a compassionate approach to client interaction.
• Proficiency in office software and social media platforms.
• Knowledge of autism spectrum disorders and a passion for supporting the autism community is highly desirable.

About Phoenix Autism Center:

At Phoenix Autism Center, we are dedicated to providing compassionate and comprehensive support
to individuals with autism and their families. Our multidisciplinary team works collaboratively to offer a
range of services aimed at enhancing the quality of life and fostering independence.