Position: Office Manager
Part-Time, about 10-20 hours per week Company: Reflect
Reflectseattle.com Location: Seattle, WA (working in our Capitol Hill, Seattle office at least one day a week, and some days remote) About Us:
Reflect is a new and growing practice providing counseling and psychotherapy services, as well as classes and workshops. Our team of experienced therapists is committed to helping clients achieve mental well-being through evidence-based practices and compassionate care. Position Summary:
We are seeking a motivated and detail-oriented individual to join our team as a Part-Time Office Manager. This role will play a critical role in running our business and providing administrative support to ensure smooth day-to-day operations. We are looking for someone who can wear many hats and is a team player. There is a potential for this role to grow in responsibility and hours over time as you gain experience. Responsibilities: Administrative Support: Schedule and confirm client appointments, manage calendars and assist with client intake processes. Maintain organized client records, ensuring confidentiality and compliance with legal and ethical standards. Handle phone and email correspondence, providing a professional and empathetic response to inquiries. Submit electronic claims to insurance companies and follow up about denied claims (we can train you on this). Add new clinicians to our insurance panels and maintain accurate information in insurance directories. Office Management: Help us build and maintain systems of organization for practice management such as tracking spreadsheets. Assist with classes and events as needed such as checking in attendees. Greet clients when in the office and getting them tea or water if requested. Monitor office needs such as running low on supplies or other issues that need to be attended to. Water and maintain plants in the office. Keep the office clean and tidy with tasks such as vacuuming, emptying trash, wiping down surfaces, cleaning bathrooms, and washing client mugs and glasses. Marketing and Social Media Management: Create and curate engaging content for various platforms, including Facebook, Instagram, Twitter, and LinkedIn. Write and edit blog articles for our website (with the help of AI) on topics related to therapy and personal development. Monitor select Facebook groups looking for therapist referral requests and reply to those that could be a good fit for our team. Design marketing materials such as posters, brochures, and business cards as needed. Required Qualifications: Reside in the Seattle area, and be willing to work in the office at least one day a week. Previous administrative experience. Excellent written and verbal communication skills, with a strong attention to detail. Strong organizational and multitasking abilities to handle administrative tasks effectively. Being a quick learner and a team player. Commitment to staying in the position for at least 1-2 years. Desired Qualifications (not required): Associate or Bachelor's degree (or working towards one) in Business Administration, Marketing, Communications, Psychology, or a related field. An eye for design and experience in social media management and content creation. Knowledge of mental health practices and ethics. Knowledge of plant care. Knowledge of medical billing.
Benefits: Competitive hourly wage commensurate with experience. Up to 2 weeks PTO/sick time. Flexible work hours to accommodate your schedule. Opportunity to make a meaningful impact in the mental health field. Supportive and collaborative work environment. Potential to grow into a full-time role with benefits as our team grows. How to Apply: Interested candidates are invited to submit a resume, cover letter, and portfolio (if applicable) to Grace Jacobs, with the subject line "Office Manager Application - [Your Name]". Please include your availability and desired hourly wage in your cover letter. Please also complete this survey: Reflect is an equal-opportunity employer and welcomes candidates from all backgrounds to apply. Note: We thank all applicants for their interest in Reflect but only those selected for an interview will be contacted.
