Office Manager

Title: Office Manager
Team: Human Resources
Location: San Diego, CA
Reports To: Senior Director, Human Resources

About PracticeTek

At PracticeTek, you’ll get to:

• Shape the future of healthcare with technology solutions that are always evolving to meet real-world needs.
• Team up with passionate, talented people who care deeply about patients, providers, and making a difference.
• See your impact firsthand by helping practices deliver care that’s simpler, smarter, and better for everyone.
• Grow your career and your skills in an environment that celebrates curiosity, collaboration, and continuous development.

Why You’ll Love It Here

• Comprehensive health, dental, and vision coverage options
• Wellness benefits that support lifestyle, behavioral health, and overall wellbeing
• Flexible paid time off, sick time, and 10 company-paid holidays
• 401(k) plan with company match to help you build your future
• Culture Committee driving initiatives that spark connection, fun, and belonging
• A workplace powered by innovation, collaboration, and energy every day

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.

What You’ll Do

• 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.

What You Bring

• 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.

Ready to Join?

The Fine Print (That Really Matters)