Office Administrator
San Diego, CA
Full Time
Mid Level
Job Title: Office Manager
Department: Human Resources
Reports To: Senior Director, Human Resources
Our Company:
At PracticeTek, we believe healthcare should be easy for providers, accessible for patients, and simple for everyone involved.
PracticeTek was established by healthcare professionals and entrepreneurs who share a common goal: deliver seamless, high-quality, on-demand healthcare, free of the confusing limitations of traditional technological platforms.
PracticeTek is a collection of innovative software companies working together to make healthcare easier, and more accessible, for everyone. We deliver robust software solutions that support practitioners, and foster exceptional patient experiences, contributing to the growth of healthcare clinics specializing in chiropractic, dental, orthodontics, optometry, and multi-discipline therapy.
The Human Resources Department:
The Human Resources department serves a critical link between the company's strategic people programs and business operations. The HR team partners with all managers and employees in the company to provide solutions and resources for a productive and engaging environment. A major function of the HR team is to partner with managers on hiring top notch candidates in a timely manner.
The Career Opportunity:
The Office Manager plays a key role in making sure our workplace feels a little more magical every day. With a strong focus on service, organization, and creating a welcoming environment, this position is the heart of our operations, a place where creativity, collaboration, and productivity come together effortlessly. The Office Manager oversees daily office operations, supplier relationships, and administrative support, all while delivering an experience that makes everyone from team members to guests feel valued and supported. By adding their own spark of magic to all they do, the Office Manager helps bring our culture to life and ensures we’re able to do our best work together.
The position is based in San Diego, CA with 5 days in office schedule.
Areas of Accountability:
The responsibilities of the Office Manager are as follows;
At PracticeTek we carefully consider a wide range of compensation factors to determine our offers of employment. This includes internal and external market factors as well as your individual experience and skills. These considerations can cause compensation to vary but we reasonably expect to pay between $25 - $31/hr. for this position.
We also believe in taking care of our people. Our comprehensive benefits package goes beyond the basics—with health coverage, flexible time off, wellness initiatives, retirement savings, and programs that support your growth and happiness both in and out of the workplace.
PracticeTek is an Equal Opportunity Employer that values employees with a broad cross-cultural perspective. We strive to create an inclusive environment, empower employees, and embrace diversity. We encourage everyone to respond. All applicants will receive fair and impartial treatment without regard to race, color, religion, sex, national origin, ancestry, citizenship status, age, legally protected physical or mental disability, protected veteran status, status in the U.S. uniformed services, sexual orientation, gender identity or expression, marital status, genetic information or on any other basis which is protected under applicable federal, state, or local law.
Department: Human Resources
Reports To: Senior Director, Human Resources
Our Company:
At PracticeTek, we believe healthcare should be easy for providers, accessible for patients, and simple for everyone involved.
PracticeTek was established by healthcare professionals and entrepreneurs who share a common goal: deliver seamless, high-quality, on-demand healthcare, free of the confusing limitations of traditional technological platforms.
PracticeTek is a collection of innovative software companies working together to make healthcare easier, and more accessible, for everyone. We deliver robust software solutions that support practitioners, and foster exceptional patient experiences, contributing to the growth of healthcare clinics specializing in chiropractic, dental, orthodontics, optometry, and multi-discipline therapy.
The Human Resources Department:
The Human Resources department serves a critical link between the company's strategic people programs and business operations. The HR team partners with all managers and employees in the company to provide solutions and resources for a productive and engaging environment. A major function of the HR team is to partner with managers on hiring top notch candidates in a timely manner.
The Career Opportunity:
The Office Manager plays a key role in making sure our workplace feels a little more magical every day. With a strong focus on service, organization, and creating a welcoming environment, this position is the heart of our operations, a place where creativity, collaboration, and productivity come together effortlessly. The Office Manager oversees daily office operations, supplier relationships, and administrative support, all while delivering an experience that makes everyone from team members to guests feel valued and supported. By adding their own spark of magic to all they do, the Office Manager helps bring our culture to life and ensures we’re able to do our best work together.
The position is based in San Diego, CA with 5 days in office schedule.
Areas of Accountability:
The responsibilities of the Office Manager are as follows;
- Oversee daily office operations to ensure an efficient, organized, and productive work environment.
- Greet and professionally welcome visitors and guests, directing them appropriately and providing assistance as needed.
- Manage all incoming phone calls and general inquiries, ensuring timely and courteous responses.
- Maintain and replenish office supplies and inventories, including placing orders, tracking usage, and managing vendor relationships.
- Coordinate with external vendors and service providers for office maintenance, cleaning, repairs, and equipment servicing, including negotiating and overseeing related contracts.
- Prepare and maintain meeting and event spaces—schedule room reservations, ensure rooms are clean, equipped, and set up properly for internal and external meetings or special events.
- Monitor office expenses and reconcile spending against the allocated budget to ensure cost-effective operations.
- Maintain security protocols by managing visitor logs, issuing temporary badges or credentials, parking, and monitoring building access as needed.
- Ensure compliance with health, safety, and security standards, including emergency preparedness and regular safety checks.
- Maintain and update confidential employee records and files accurately, ensuring compliance with company policies and legal requirements.
- Assist with routine HR paperwork such as onboarding documents and employment verifications.
- Support the onboarding process for new hires by preparing workspaces, coordinating equipment setup with IT, and facilitating introductions to team members.
- Assist with coordinating employee training, including health and safety compliance programs and policy rollouts.
- Facilitate communication of company-wide updates, HR policy changes, and important announcements through appropriate channels.
- Support HR Team with troubleshooting requests submitted through HR ticketing system.
- Foster a positive, welcoming, and collaborative office culture where employees feel valued and supported.
- Organize and coordinate employee engagement activities such as team-building exercises, office celebrations, recognition programs, and holiday events.
- Act as a general point of contact for employees and vendors seeking assistance or information related to office or HR matters.
- Manage scheduling and calendar coordination for leadership or office-wide meetings, including travel arrangements when necessary.
- Provide administrative assistance such as preparing reports, memos, correspondence, and other documentation.
- Support virtual teams by facilitating remote work logistics, including technology setup for virtual meetings and communications.
- Monitor and manage access control systems, including distribution of building or floor access cards and maintaining security protocols.
- Undertake any other responsibilities or special projects as assigned by leadership to support office and organizational goals.
- 2+ years in an administrative or office coordination role.
- Proficiency in Microsoft Office and collaboration tools
- Strong interpersonal and communication skills; comfortable interacting with all levels of employees and external stakeholders.
- Proactive, adaptable, and able to solve problems independently.
- Expert at triage - frequently switching between analytical and creative thinking.
- Exceptional attention to detail, organizational skills, and ability to manage multiple tasks and deadlines without compromising quality.
- Customer service minded: the ability to communicate consistently and clearly, respond with empathy and professionalism, and manage expectations.
- Collaborative and service-focused, always willing to go the extra mile to help colleagues.
At PracticeTek we carefully consider a wide range of compensation factors to determine our offers of employment. This includes internal and external market factors as well as your individual experience and skills. These considerations can cause compensation to vary but we reasonably expect to pay between $25 - $31/hr. for this position.
We also believe in taking care of our people. Our comprehensive benefits package goes beyond the basics—with health coverage, flexible time off, wellness initiatives, retirement savings, and programs that support your growth and happiness both in and out of the workplace.
PracticeTek is an Equal Opportunity Employer that values employees with a broad cross-cultural perspective. We strive to create an inclusive environment, empower employees, and embrace diversity. We encourage everyone to respond. All applicants will receive fair and impartial treatment without regard to race, color, religion, sex, national origin, ancestry, citizenship status, age, legally protected physical or mental disability, protected veteran status, status in the U.S. uniformed services, sexual orientation, gender identity or expression, marital status, genetic information or on any other basis which is protected under applicable federal, state, or local law.
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