Office Manager

Position Title: Office ManagerOrganization: Protect Each One Consulting, LLC (PEO) Division(s): The Counseling Spot, The Listening Table, CEU Academy, MindShift Research Group Location: Virginia (Hybrid/Remote with administrative oversight) Employment Type: Part-TimePosition SummaryProtect Each One Consulting LLC (PEO) is seeking a highly organized, detail-oriented Office Manager to oversee daily administrative operations across multiple service divisions. This role is responsible for ensuring efficient scheduling, client coordination, provider support, and operational workflow management in a trauma-informed, client-centered environment.The Office Manager plays a critical role in maintaining professionalism, confidentiality, and seamless service delivery across counseling, mediation, coaching, and training services.Key ResponsibilitiesAdministrative & Operational ManagementOversee day-to-day office operations across all PEO divisions Manage administrative systems, workflows, and documentation processes Maintain organized digital and/or physical filing systems in compliance with HIPAA and organizational policies Support leadership with operational coordination and reporting Scheduling & Client CoordinationManage provider calendars using EHR systems (e.g., Simple Practice or equivalent) Schedule, confirm, and coordinate appointments across all service lines Reschedule client appointments as needed, ensuring minimal disruption to providers and clients Send appointment reminders and follow-ups to reduce no-shows Coordinate intake scheduling and onboarding processes for new clientClient Services & CommunicationServe as the first point of contact for clients, partners, and stakeholders Respond to phone calls, emails, and inquiries in a timely and professional manner Provide general information regarding services, policies, and appointment availability Maintain a welcoming, respectful, and trauma-informed communication approach Billing & Administrative SupportAssist with basic billing coordination, invoicing, and payment tracking (if applicable) Support insurance verification processes and documentation tracking Coordinate documentation for audits, credentialing, and compliance Compliance & ConfidentialityEnsure all administrative processes align with HIPAA, Virginia regulations, and ethical standards Maintain strict confidentiality of client and organizational information Support compliance with Virginia Board of Social Work documentation and operational standards Team & Provider SupportSupport clinicians, mediators, and consultants with scheduling and administrative needs Assist with onboarding new staff and contractors Coordinate team meetings, training logistics, and internal communications Required QualificationsAssociates or bachelors degree in business administration, Healthcare Administration, Social Services, or related field (or equivalent experience) Minimum of 23 years of administrative or office management experience (behavioral health or healthcare preferred) Experience with scheduling systems and/or EHR platforms (e.g., Simple Practice) Strong organizational, multitasking, and problem-solving skills Excellent written and verbal communication skills Preferred QualificationsExperience working in mental health, counseling, or social services setting Knowledge of HIPAA compliance and client confidentiality standards Familiarity with insurance processes and billing systems Core CompetenciesAttention to detail and accuracy Professionalism and discretion Time management and adaptability Client-centered and trauma-informed approach Ability to manage multiple priorities in a fast-paced environment Background Check RequirementAll candidates must successfully complete a comprehensive background check in accordance with Virginia standards, which may include:Criminal history check Sex offender registry check Child Protective Services (CPS) check (if applicable) Verification of prior employment and education Work EnvironmentHybrid/remote administrative work with occasional in-person coordination (as applicable) Flexible, mission-driven environment aligned with PEOs commitment to ethical and trauma-informed services Why Join Protect Each One Consulting, LLC?At PEO, we are committed to Where Research Meets PracticeCounseling, Mediation, and Prevention. You will be part of a growing organization dedicated to supporting individuals, families, and communities through high-quality, ethical, and evidence-based services. recblid ii4yb6zpkc8niglk3rgh28j9zusf9i