Office Manager
Office Manager
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1 Vacancy
Job Description
INTRODUCTION
Company Overview:
BioMatrix is a nationwide independently-owned infusion pharmacy with decades of experience supporting patients on specialty medication. Our compassionate care team helps patients navigate the often-challenging healthcare environment. We treat our patients like family and get them started on therapy quickly. We work closely with them as well as their family and their healthcare providers throughout the patient journey staying focused on optimal clinical outcomes.
At BioMatrix the heart of our Inclusion Diversity Equity & Access (IDEA) philosophy is the commitment to cultivate a welcoming space where everyones contributions are acknowledged and celebrated. Our goal is to draw in develop engage and retain talented high-performing individuals from diverse backgrounds and viewpoints. We believe that both respecting and embracing diversity enriches the experiences and successes of our patients employees and partners.
Schedule:
It is anticipated that an incumbent in this role will work Monday through Friday between 8am and 5pm Eastern Standard Time. Schedule subject to change based on business needs.
Location:
It is anticipated that an incumbent in this role will work on-site at our location in Plantation FL. Work location subject to change based on business needs.
Job Description:
An Officer Manager with BioMatrix Specialty Infusion Pharmacy is an integral member of our team who serves as a highly organized professional and proactive liaison for our Ambulatory Infusion Suite patients and our senior leadership team. This key role will support multiple senior leaders manage administrative operations and will sit at the front desk to warmly welcome infusion patients and corporate office visitors. The ideal candidate will be comfortable balancing a dynamic workload of patient access executive support and site coordination responsibilities ensuring our patients leaders and workplace have what is needed for successful outcomes.
QUALIFICATION REQUIREMENTS
- High school diploma or GED required
- Minimum of four (4) years of prior experience supporting patients and/or senior leaders and managing office operations required
- Exceptional interpersonal and communication skills with a focus on hospitality and service
- Proficiency with balancing multiple priorities with a solutions-oriented approach
- High degree of professionalism discretion and attention to detail
- Strong proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint) and comfort with learning new systems
- Experience managing physical office spaces and coordinating with vendors
QUALIFICATIONS PREFERRED
- Bachelors degree preferred
- Minimum of six (6) years of prior experience supporting patients and/or senior leaders and managing office operations preferred
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Serve as the first point of contact for all Ambulatory Infusion Suite patients and corporate office visitors ensuring a professional welcoming office environment.
- Manage front-desk operations ensuring accurate and timely collection of patient demographics insurance information and clinical documentation to support smooth care coordination.
- Ensure adherence to regulatory privacy (HIPAA) and billing requirements while updating and auditing registration records to minimize errors and support proper reimbursement.
- Provide administrative support to multiple senior leaders including calendar management travel coordination meeting planning expense reporting etc.
- Manage security access and maintenance needs for all employees and visitors keeping records up to date and coordinating with building management as needed.
- Oversee general site operations including supply ordering office maintenance requests and vendor coordination.
- Coordinate coffee service and other office amenities to ensure a positive day-to-day experience for employees and guests.
- Organize and support onsite meetings and events including logistics catering and room setups.
- Handle incoming calls mail distribution and general administrative tasks as needed.
- Proactively identify opportunities to improve processes and support a high-functioning collaborative work environment.
- Travel up to 20% of the time to support offsite meetings events or other business needs.
KNOWLEDEGE SKILLS AND ABILITIES REQUIREMENTS
- Strong understanding of executive-level administrative support practices including calendar management travel arrangements meeting planning and expense processing.
- Familiarity with office operations and facility coordination including vendor management and supply ordering.
- Knowledge of basic security and access control protocols for an office environment.
- Understanding of event planning logistics hospitality services and visitor management best practices.
- Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and general comfort with office technology and systems.
- Exceptional organizational skills with the ability to manage multiple competing priorities simultaneously.
- Strong interpersonal and communication skills both verbal and written with an emphasis on professionalism and customer service.
- High attention to detail and accuracy in all administrative tasks.
- Problem-solving skills with the ability to anticipate needs and implement proactive solutions.
- Ability to coordinate logistics for onsite and offsite meetings and events including travel and catering arrangements.
- Capable of maintaining confidentiality and exercising discretion when handling sensitive information.
- Ability to provide support to multiple senior leaders with varying styles and priorities.
- Ability to establish and maintain effective working relationships across all levels of the organization.
- Ability to create a welcoming polished environment for visitors clients and internal staff.
- Ability to remain flexible adapt to changing needs and thrive in a fast-paced office setting.
- Ability to travel up to 20% of the time for business needs including offsite meetings and events.
- Ability to take initiative work independently with minimal supervision and demonstrate strong judgment.
Communication Skills
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Computer Skills
- Become and remain proficient is all programs necessary for execution.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- This position requires regular sitting with occasional walking standing kneeling or stooping.
- This position requires the use of hands to finger handle or feel objects and the ability to reach with hands and arms.
- This position requires constant talking and hearing.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
- This position must occasionally lift and/or move up to 20 pounds
- Required to move/lift physical hardware.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If needing a reasonable accommodation within the application process please contact the BioMatrix People & Culture team at or 954.385.7322 x 1425.
While performing the duties of this job the employee is occasionally required to stand; walk; sit; use hands to finger handle or feel objects tools or controls; reach with hands and arms; climb stairs; balance; stoop kneel crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision distance vision color vision peripheral vision depth perception and the ability to adjust focus.
OTHER
- Will participate in legal and ethical compliance training each year.
- Will consistently behave in compliance with the BioMatrix LLCs legal and ethical policies and procedures.
- Will abide by the policies of BioMatrix LLC as set forth in the Compliance Manual.
- Will not participate in any conduct considered to be unethical or illegal.
EXPECTATION FOR ALL EMPLOYEES
Supports the organizations mission vision and values by exhibiting the following behaviors: integrity dedication compassion enrichment and enthusiasm places patients first is all-in with stacked-hands and is focused on relentless consistency wins.
GENERAL INFORMATION:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified.
The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple competing tasks and demands and to seek supervisory assistance as appropriate.
Incumbents within this position may be required to assist or find appropriate assistance to make accommodations for disabled individuals in order to ensure access to the organizations services (may include: visitors patients employees or others).
All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.
Required Experience:
IC
Employment Type
Full-Time
