Office Manager

Protect 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.

Position Title: Office Manager

Organization: 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-Time

Position Summary

Protect 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 Responsibilities

Administrative & Operational Management

• Oversee 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 Coordination

• Manage 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 client

Client Services & Communication

• Serve 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 Support

• Assist 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 & Confidentiality

• Ensure 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 Support

• Support 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 Qualifications

• Associate’s or bachelor’s degree in business administration, Healthcare Administration, Social Services, or related field (or equivalent experience)
• Minimum of 2–3 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 Qualifications

• Experience 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 Competencies

• Attention 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 Requirement

All 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 Environment

• Hybrid/remote administrative work with occasional in-person coordination (as applicable)
• Flexible, mission-driven environment aligned with PEO’s commitment to ethical and trauma-informed services

Why Join Protect Each One Consulting, LLC?

At PEO, we are committed to “Where Research Meets Practice—Counseling, 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.