Job Description

Job Description

Job Description

Who We Are:

Santé Group Companies prides itself in being a leader in community-based behavioral and mental health services. Our track record of innovation and growth reflects our ability to deliver diverse and highly individualized services. We have a passion for providing empathetic and potentially life-saving care to help individuals heal, recover, and thrive, as well as live their lives in a manner that allows them to fully integrate in the community. The Santé Group aspires to create an organization that places value on collaboration, innovation, creativity, and inclusiveness. To achieve this success, it is essential that all members of our organization feel secure, welcome, and respected. All members of our organization have a responsibility to uphold these values.

What We’re Looking For:

Santé is seeking a Full Time Office Manager (onsite) to manage day to day operations in our Silver Spring , MD corporate office. The Office Manager is responsible for overseeing the daily operations of the corporate office, ensuring a well-organized, efficient, and safe environment. This role involves managing administrative functions, coordinating office services, and supporting the executive team. The Office Manager will play a critical role in maintaining office efficiency, managing vendor relations, overseeing office budgets, and ensuring compliance with health and safety regulations. This position is a key point of contact for both internal staff and external visitors, fostering a positive and professional work environment.

What You’ll Do:

On-Site Administrative & Guest Support

• Serve as the primary on-site contact for remote staff, visitors, vendors, and building management.
• Greet and assist guests, manage walk-ins, and provide information about organizational services and policies.
• Receive, distribute, and track packages, mail, and deliveries.
• Answer and monitor office phone lines, relay messages appropriately.
• Maintain and organize office supplies, kitchen supplies, and shared office spaces.

Executive & Departmental Support

• Provide direct administrative support to the CEO, Chief of Staff, and senior leadership.
• Manage executive scheduling, travel arrangements, and meeting logistics.
• Support administrative functions for HR, IT, Finance, and RCF staff, including mail distribution, scanning, and shipments.
• Coordinate production of business cards, signage, marketing materials, and holiday e-cards.
• Handle corporate document management with discretion and confidentiality.

Financial & Credit Card Administration

• Manage monthly AMEX and VISA credit card reconciliations for executives and staff.
• Collect and organize receipts, track expenses, and code entries in spreadsheets.
• Prepare finance binders and ensure timely reporting and approvals.
• Liaise with Accounting to maintain accurate expense reporting.
• Assist with reimbursements, per diems, and mileage processing.

Program Coordination

• Process new referrals for the Seniors Program by downloading and entering data into internal systems.
• Maintain and update program tracking spreadsheets.
• Collaborate with program staff to ensure referral accuracy and timeliness.

Safety & Compliance Oversight

• Act as the Headquarters Safety & Compliance Officer.
• Conduct fire drills, safety inspections, and coordinate external regulatory inspections.
• Maintain safety binders, emergency postings, and evacuation maps.
• Train staff in safety procedures and maintain documentation on Teams Safety Channel.
• Participate in compliance meetings and regulatory reviews.

Facilities & Meeting Support

• Coordinate in-house meetings, board meetings, and large staff events, including catering, setup, guest support, and expense tracking.
• Act as liaison with building management for maintenance, security, and facility issues.
• Manage office access and security systems, including codes and key distribution.
• Oversee vehicle administration, including records, citations, and gas card distribution.

Office & Vendor Management

• Oversee daily office operations and ensure efficient workflows.
• Manage relationships with vendors and maintain a vendor directory.
• Coordinate office equipment maintenance and service provider visits.
• Order office furniture, equipment, and supplies as needed.
• Monitor the office budget, track expenditures, and recommend cost-saving opportunities.

Special Projects & Event Support

• Provide support for organization-wide events such as All Staff Day and office relocations.
• Assist in team-building initiatives, employee recognition efforts, and company events.
• Support additional executive, compliance, and departmental projects as assigned.
• Other duties as assigned.

What We Require:

- Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

- 3+ Proven experience in an administrative or office management role, preferably supporting senior executives.

- Strong organizational skills with the ability to multitask and prioritize effectively.

- Excellent communication and interpersonal skills, with a professional demeanor.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.

- Ability to handle confidential information with integrity and discretion.

- Familiarity with health and safety regulations and emergency protocols is a plus.

- Must be proactive, adaptable, and able to work independently with minimal supervision.

What You’ll Get:

• Salary: $50,000 annually (depending on experience).
• Opportunities for career growth, training and development, flexible work schedules and shifts.
• Company-wide wellness program.
• Paid parental leave.
• The rare opportunity to make a difference in the very community that you call home. We are leading providers in Behavioral and Mental Health!
• Smart, passionate, and engaged coworkers.

Work Environment:

This position operates in a professional office environment. The Executive Office Administrator will routinely use standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

We believe that diversity of background and experience makes for better problem-solving and collaboration, which is why we are dedicated to adding new perspectives to the team. Even more important than your resume is a positive attitude, a passion for making an impact, a personal desire to grow, and the ability to help individuals heal, recover, and thrive.

Disclaimers:

The Santé Group aspires to create an organization that places value on collaboration, innovation, creativity, and inclusiveness. To achieve this success, it is essential that all members of our organization feel secure, welcome, and respected. All members of our organization have a responsibility to uphold these values.

The Santé Group is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, or disability status. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job. The Santé Group participates in E-Verify.

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