Office Manager

This is a long-term career opportunity for someone who wants significant autonomy and the ability to shape a growing practice. We are looking for a committed professional who can envision staying with us for a minimum of 2-3 years, with strong potential for continued growth and advancement as the practice expands. You will be the operational backbone of our clinic, managing everything from patient care coordination and financial operations to marketing and business development. While the starting salary reflects our current size, we are offering performance-based bonuses with a clear path to increased compensation as you help grow the practice.

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Core Responsibilities

Patient Care & Front Office Management

• Manage all channels of communication, including office phones, email, text messaging, social media, and WhatsApp

• Oversee patient scheduling across three practitioners using UnifiedPractice EMR system

• Coordinate front desk operations and manage part-time front desk staff

• Ensure excellent customer service and maintain positive patient relationships

• Respond to urgent patient messages, including occasional weekend availability

Financial Management & Bookkeeping

• Manage all patient accounts and billing (non-insurance)

• Track payments, send invoices, and reconcile accounts using Excel

• Ensure all patient accounts are current with no outstanding balances

• Log insurance payments and check claim status through Availity

• Coordinate with external insurance biller on unpaid claims and provide necessary medical records

• Generate financial reports and maintain accurate records

• Manage tenant billing and coordination (2 current tenants)

Practice Operations & Administration

• Coordinate and maintain practitioner schedules

• Manage inventory for clinical supplies (herbs, needles, supplies, etc.)

• Handle Moshen Herbs LLC order fulfillment (packing, shipping, inventory management)

• Maintain office systems and optimize workflows

• Manage office supplies and vendor relationships

• Navigate multiple software platforms and learn new systems efficiently

Marketing & Business Development 

• Develop and execute marketing strategies to grow patient base

• Manage social media presence across platforms and oversee content creation

• Update and maintain practice website including content, promotions, and discounts

• Coordinate email campaigns and patient communications

• Plan and execute community events and outreach

• Optimize online listings and practice visibility

• Collaborate with part-time marketing staff on content creation

• Identify growth opportunities and propose new initiatives

• Work within approved budgets, focusing on cost-effective and organic strategies

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What We're Looking For

Required Skills & Qualities

• Self-directed professional who can manage operations independently with minimal oversight

• Strong business and marketing acumen with demonstrated ability to grow a service-based business

• Excellent written and verbal communication skills across multiple channels

• Highly organized with strong attention to detail, particularly for financial accuracy

• Tech-savvy with ability to quickly learn and manage multiple software platforms

• Customer service oriented with warm, professional demeanor

• Financial literacy with comfort in bookkeeping, invoicing, and account management

• Adaptable and able to shift between various tasks and priorities throughout the day

• Creative marketing mindset with ability to develop compelling campaigns on limited budgets

• Long-term commitment: Seeking a candidate who can commit to a minimum of 2-3 years with intention to grow with the practice

Preferred (But Not Required)

• Prior healthcare or medical office management experience

• Degree in business, marketing, or related field

• Experience with EMR systems

• Event planning experience

• Hebrew language proficiency

Technical Requirements

• Proficiency in Microsoft Office Suite (especially Excel)

• Experience with social media platforms (Instagram, Facebook, TikTok, LinkedIn)

• Website management experience (Wix platform)

• Ability to quickly learn: UnifiedPractice (EMR), Availity, insurance portals, VoIP systems, WhatsApp Business, and other platforms as needed

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Compensation & Benefits

Base Salary: Competitive for role and experience level

Performance-Based Bonuses: Quarterly bonuses tied to practice revenue growth and achievement of growth targets

• Your compensation will increase as the practice grows

• Clear metrics and achievable goals

• Structure designed to reward your direct impact on practice success

Additional Benefits

• Paid Time Off

• Complimentary acupuncture treatments and herbal products (up to specified annual limit)

• Flexible remote work when front desk coverage is arranged

• Professional development opportunities

• Long-term career growth potential

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Schedule

• Full-time: Approximately 40 hours per week

• Primary hours: Monday-Friday during business hours

• Occasional weekend hours required for events and urgent patient communications

• Some remote work possible when front desk is covered

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Reporting Structure

You will report directly to Moshe Heller, founder and lead practitioner. This role requires someone who can take initiative and manage operations independently. You will be expected to run the day-to-day operations with autonomy and minimal oversight.

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Start Date & Training

• Ideal Start Date: Early to mid-March 2026

• Paid Training Period: 1-2 months with current office manager before transition (through end of April)

• Comprehensive training on all systems, processes, and practice operations

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Why Join The Moshen Center?

• Long-Term Career Path: Build a lasting career with room for growth and increased responsibility

• Established Practice: Over 30 years serving the NYC community with strong foundation for expansion

• Autonomy & Impact: Shape the future direction of an established practice

• Growth Potential: Your success directly impacts your compensation and career advancement

• Professional Environment: Work in a wellness-focused healing space

• Meaningful Work: Help people improve their health and wellbeing through holistic medicine

• Entrepreneurial Role: For someone who wants to build and innovate, not just maintain

• Work-Life Balance: Flexibility and access to holistic health services

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The Moshen Center is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.