Job Description

Job Summary:

The Office Manager will oversee and coordinate all administrative and office operations to ensure smooth functioning of day-to-day business in a Durable Medical Equipment (DME) company. This role involves managing office activities, supporting staff, maintaining records, coordinating logistics, and ensuring compliance with healthcare regulations specific to DME products. The ideal candidate should be organized, detail-oriented, and have a strong understanding of office operations within the healthcare or medical device industry.

Key Responsibilities:

• Administrative Support:
• Oversee general office operations, including office supplies, equipment maintenance, and vendor relationships.
• Provide administrative support to executives and department heads as needed.
• Handle correspondence, calls, and emails in a timely and professional manner.
• Prepare and maintain schedules, appointments, and meetings for the management team.
• Customer Service & Client Interaction:
• Assist in processing customer orders and answering inquiries related to product availability, pricing, and delivery schedules.
• Serve as a point of contact for customers and patients, addressing concerns or directing them to the appropriate personnel.
• Collaborate with sales and customer service teams to ensure timely delivery of equipment to clients and patients.
• Recordkeeping & Documentation:
• Manage and maintain accurate records of orders, inventory, and delivery of medical equipment.
• Ensure proper documentation and compliance with regulatory standards and industry best practices (e.g., HIPAA, FDA, and Medicare regulations).
• Oversee the filing and organization of documents, ensuring they are easily accessible.
• Compliance & Reporting:
• Ensure that the office is in compliance with all relevant laws, regulations, and industry standards.
• Assist with audits, certifications, and ensuring documentation is in place for regulatory inspections.
• Prepare and submit reports to management regarding inventory levels, equipment usage, and office operations.
• Human Resources Support:
• Coordinate office staff schedules and assist with payroll or timekeeping.
• Assist with onboarding new employees, including training on office procedures and company policies.
• Maintain employee records and assist with other HR tasks as needed.
• Financial Management:
• Assist with invoicing, billing, and tracking payments for equipment orders.
• Help monitor office expenses and ensure budget compliance.

Qualifications:

• Education:
• High School Diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, healthcare management, or a related field preferred.
• Experience:
• Minimum of 2-3 years of experience in an office management role, preferably in a healthcare, medical equipment, or related industry.
• Knowledge of durable medical equipment, healthcare billing, and regulations is a plus.
• Skills:
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with office management tools.
• Knowledge of healthcare compliance regulations (e.g., HIPAA, FDA, Medicare) is an advantage.
• Ability to work independently and as part of a team.
• Customer service-oriented with the ability to interact with patients, clients, and vendors professionally.

Work Environment:

• Office setting with occasional visits to supplier or customer locations.
• Some flexibility in hours may be required based on business needs.

Physical Demands:

• Ability to sit, stand, and walk for extended periods of time.
• Occasional lifting of office equipment or supplies (up to 25 lbs).

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