Office Manager

Job Overview

Office Manager (Hiring Immediately)

Company: iRegMed Clinic Miami

Location: South Miami, FL (6262 Sunset Drive)

Job Type: Full-Time

Industry: Regenerative Medicine, Longevity, & Sports Medicine

About iRegMed Clinic Miami

At iRegMed, we practice Intelligent Regenerative Medicine. Rooted in European clinical expertise and led by experienced physicians, we provide science-informed, highly personalized care journeys for athletes, individuals managing musculoskeletal pain, and clients focused on long-term longevity and vitality. Our clinic offers a private, boutique, and discreet environment where patient-centered care and elite service are at the core of everything we do.

Role Overview

We are seeking a dynamic, proactive, and highly organized Office Manager for an immediate start to serve as the operational backbone of our South Miami clinic.

This is a critical, high-impact position. You will not simply be managing a desk—you will be orchestrating the daily lifecycle of our practice, driving productivity, and ensuring all office procedures run seamlessly. This role bridges elite business administration with premium patient care, requiring an individual who can master complex medical workflows, manage practice financials, and collaborate directly with our team of nurses, nurse practitioners, and physicians to ensure a flawless, world-class clinical environment.

Key ResponsibilitiesAdvanced Administrative & Financial Management

• Financial Oversight & Bookkeeping: Take full ownership of daily financial administration. Utilize QuickBooks to manage invoicing, accounts receivable/payable, process vendor payments, reconcile daily billing, track medical expenses, and generate routine financial reports for leadership.
• Scheduling Optimization (AdvancedMD Experience is a PLUS): Oversee, audit, and master our booking and Electronic Medical Records (EMR) systems. Coordinate calendar management for patient appointments and meetings using productivity tools like AdvancedMD, Microsoft Office, and Google Workspace. Direct experience navigating AdvancedMD is a massive advantage to ensure a smooth, efficient daily flow that maximizes provider time while safeguarding an unhurried, high-touch patient experience.
• Practice Compliance & Data Entry: Maintain impeccable digital and physical records. Execute accurate data entry, file documents, and ensure the clinic operates in strict compliance with healthcare regulations, HIPAA standards, and internal protocols.
• Inventory Control & Procurement: Oversee the end-to-end supply chain for the clinic. Proactively track, inventory, and order medical supplies, specialized clinical equipment, and office essentials, managing vendor relationships to ensure competitive pricing and timely delivery.

Clinical Team Collaboration & Operations

• Team Synergy: Partner directly with our doctors, nurse practitioners, and nursing staff to coordinate daily schedules, streamline internal communication, and eliminate operational friction so they can focus entirely on patient care.
• Patient Welcome & Reception: Lead by example at the front lines. Welcome patients with genuine warmth and impeccable professionalism as they walk in, ensuring our premium reception area reflects iRegMed’s elite standards. Manage multi-line phone systems with excellent phone etiquette and handle complex client check-ins.
• Executive Support: Support general administrative tasks including proofreading documents, managing correspondence, organizing team meetings, and ensuring timely completion of clinic operational projects.

Qualifications & Requirements

• Experience: Minimum of 2 years of direct experience in medical office management, healthcare practice administration, or a high-level operational/receptionist role within a boutique medical or luxury wellness environment.
• Software Mastery: * Proficiency and comfort with QuickBooks for daily financial tracking and basic bookkeeping is required.
• Practical experience with the AdvancedMD booking and EMR system is a STRONG PLUS and will put your application at the top of our list.
• Strong computer literacy with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Gmail, Calendar).
• Bilingual Skills: Fluency in both English and Spanish is highly preferred to effectively communicate with our local South Florida professionals and international clientele.
• Operational Leadership: A highly organized, self-motivated professional with exceptional clerical skills, strong attention to detail for proofreading/data entry, and a passion for creating a productive office culture.
• Impeccable Professionalism: Demonstrated customer service excellence, professional phone etiquette, a polished demeanor, and a deep understanding of maintaining absolute confidentiality and discretion.

What We Offer

• Salary: $45,000 - $55,000 per year (commensurate with experience).
• Bonus Plan: Attractive performance-based bonus opportunities.
• Se…