Office Manager

Wild Hearts Wellness is a female-owned multi-disciplinary wellness center in NE Portland. We are a team of friendly practitioners who value integrity of patient care while providing a safe and nourishing space for all who enter. Our patients often comment on how they feel well-cared for and at peace in our space. How they leave their worries at the door and know they are in good hands with our providers. And they enjoy that they can access a variety of providers and take a variety of classes to help support them.

We are looking for an amazing candidate for our office manager role. We have some of the best practitioners and teachers in Portland in fields of acupuncture, massage therapy, naturopathic medicine, nutritional therapy, counseling, psychic-energy work, yoga, and Breathwork. We see our office manager as a crucial member of our team, as the first person with whom our patients interact and as a cornerstone of the daily functions of Wild Hearts. This person thrives in holding structure, so our providers can do the amazing work they do. This person can hold a welcoming and nourishing space for patients, while also multi-tasking and completing administrative tasks. We are excited to find someone who enjoys our community as much as we do!

Front Desk/Administrative Work (60% of time):

At Wild Hearts Wellness, our #1 value is the overall well-being of our patients. Our center is a place of refuge for people dealing with all sorts of physical and emotional challenges and we aim to maintain a space where everyone feels welcome, cared-for, and at home. In this role, we are looking for someone to:

- Greet patients as they come in with kindness and warmth

  • Schedule patients in our EHR client portal Jane, following all HIPAA compliance with patient information

  • Collect payment and maintain accurate, thorough, confidential records of payments

  • Enter data into our billing service’s online platform (Office Ally). Scan and send EOB’s to our billing service

Events (10%):

Our event space is a beautiful light-filled room where we host weekly classes and monthly or one-time workshops and events. In the past this has consisted of sound baths, yoga workshops, holiotropic breathwork, qigong/taichi seminars, music, comedy, etc. Weekly classes currently are yoga, breathwork, and parent-infant guidance classes. We are looking for someone who can help manage the administrative aspects of this space including:

  • Sending pre-formatted contract and invoice to teachers/facilitators holding events in the movement space.

  • Meeting with those holding events to orient them to movement space

Marketing (10%):

Wild Hearts works mainly by world of mouth as our patients share their experiences. However we need help with small marketing tasks. These are low-key and training is available for all aspects of this work:

- Hand-writing monthly birthday cards to patients at end of previous month for next month (i.e. in end of January, do birthdays for February)

  • Instagram story post of things happening around the space

  • Developing monthly calendar on Planoly for instagram posts including events and practitioners, training available for this task.

Housekeeping (20%):

-Maintaining cleanliness of space: this includes vacuuming front stairs, sweeping, and overseeing general order of space (like cleaning up dead flowers, spills, leaves tracked in from peoples shoes/taking down old flyers from stairs/etc)

-Washing/drying, folding, and putting away laundry including bathroom and yoga room towels

-Watering indoor plants 1x/week, and outdoor plants as needed: daily in hotter months, not at all if rainy week in the winter

- Refilling soap dispensers, sanitizers, toilet paper, paper towels in the bathrooms and main space. Refilling cotton balls, alcohol, massage oil, and needles in treatment rooms.

Candidates with these skills will be given priority, but these not deal-breakers. Training is available for all aspects of this position:

-medical billing experience or familiarity with Office Ally

-experience with EHR software, ideally Jane

-Excellent customer service experience

  • ability to hold space and understanding for those going thru significant traumas

  • Experience with google workspace including google sheets and google docs

  • Desire to work as part of a team while also being able to be a self-starter and operate independently

Compensation:

Part-time position paying $22/hour

Hours are 12-6:30pm on Tuesdays and 9-3pm Thursdays, ideally, but some flexibility on times

Option to increase time with skill development.

Please send resume to maura@wildheartswellness.net.

Job Type: Part-time

Salary: $22.00 - $24.00 per hour

Expected hours: 14 per week

Benefits:

  • Employees receive a complimentary massage or acupuncture treatment each month