Gulf Coast NeuroSpa is a growing specialty mental health practice focused on providing advanced, evidence-based treatments for depression and related conditions. We specialize in Transcranial Magnetic Stimulation (TMS) and Spravato® (esketamine) treatment in a patient-centered environment that emphasizes compassion, professionalism, accountability, and exceptional service.
We are seeking an Office Manager to lead the day-to-day operations of our Pensacola clinic while helping foster a positive, collaborative culture for both patients and staff.
Position Summary
The Office Manager serves as the operational leader of the clinic and is responsible for ensuring smooth daily operations, strong team performance, excellent patient experiences, and consistent adherence to company policies and procedures.
As a leader within the organization, the Office Manager is expected to foster a culture of integrity, accountability, professionalism, and mutual respect while encouraging a positive, supportive work environment where teamwork, camaraderie, and appropriate humor are valued. We believe exceptional patient care begins with exceptional teamwork, and we are committed to maintaining a workplace culture that reflects the same compassion, professionalism, and respect we extend to our patients.
This role combines leadership, operations, patient service, scheduling, staff development, and clinical workflow oversight. The ideal candidate is highly organized, emotionally intelligent, solutions-oriented, and capable of fostering trust, accountability, and teamwork while balancing high standards with genuine support for staff.
While prior experience with TMS or Spravato is not required, the selected candidate will be expected to become proficient in the operational aspects of these services and ultimately provide leadership oversight for these treatment programs.
Primary Responsibilities
Operations & Clinic Management
- Oversee daily clinic operations and workflow
- Optimize schedules for patients, providers, and staff
- Monitor clinic productivity, efficiency, and patient flow
- Identify operational challenges and implement proactive solutions
- Ensure compliance with company policies, procedures, and regulatory requirements
- Maintain a professional, organized, and welcoming clinic environment
Leadership & Team Development
- Provide day-to-day leadership and support for clinic staff
- Coach employees on performance, professionalism, communication, and accountability
- Assist with onboarding and training of new team members
- Foster a culture of accountability, professionalism, and continuous improvement
- Address workplace concerns promptly and professionally
- Partner with senior leadership on performance management and employee development
- Model professionalism and emotional maturity during both routine operations and challenging situations
Patient Experience
- Ensure patients receive exceptional service from first contact through completion of treatment
- Assist with resolving patient concerns and service issues
- Support a culture of empathy, responsiveness, and patient advocacy
Clinical Program Oversight
- Develop proficiency in TMS and Spravato workflows and operations
- Assist with scheduling, staffing, and oversight of treatment programs
- Support clinical staff in maintaining high standards of care
- Ensure operational readiness and compliance requirements are consistently met
Administrative Responsibilities
- Manage staffing schedules and coverage
- Track operational metrics and reporting requirements
- Coordinate communication between providers, leadership, and staff
- Assist with inventory management and clinic resources
- Participate in process improvement initiatives and special projects
Qualifications Required
- Leadership, supervisory, or management experience
- Strong organizational and time-management skills
- Excellent verbal and written communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Strong problem-solving and critical-thinking abilities
- High level of professionalism, discretion, and accountability
- Proficiency with computers and electronic systems
Preferred
- Healthcare management experience
- Experience in medical offices, behavioral health, psychiatry, or specialty healthcare
- Experience managing staff schedules and operational workflows
- Familiarity with healthcare compliance and patient service standards
Who Will Thrive Here
This role is ideal for someone who:
- Leads by example
- Values accountability and professionalism
- Encourages constructive dialogue and teamwork across all levels of the organization
- Builds trust through consistency and follow-through
- Remains calm and solutions-focused under pressure
- Finds fulfillment in helping others succeed
- Understands that culture is built through daily actions, communication, and personal accountability
- Believes culture matters just as much as performance
Why Join Gulf Coast NeuroSpa?
- Competitive pay, medical dental and vision insurance, 401k and profit sharing, paid time off, and other fringe benefits
- Meaningful work helping individuals struggling with depression
- Opportunity to lead and grow with an expanding organization
- Collaborative leadership team
- Professional development opportunities
- Supportive culture focused on both patient and employee success
If you are looking for an opportunity to make a meaningful impact while leading a team dedicated to changing lives, we would love to hear from you.
Pay: $21.00 - $26.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Relocation assistance
- Vision insurance
Medical Specialty:
Ability to Commute:
- Pensacola, FL 32504 (Required)
Ability to Relocate:
- Pensacola, FL 32504: Relocate before starting work (Required)
Work Location: In person
