Office Manager Jobs in Maine

Job Title: Summer Camp Office Manager Company: Location: Casco, ME Description: CAMP ARCADIA, a residential camp for girls is located in Casco, in the Lakes Region of Maine. We have been in operation for 95 years. We are currently seeking to fill a summer position: CAMP OFFICE MANAGER Dates: June 10-August 31st, 2010. Duties: Answering phones, picking up and sorting mail, general office duties, light computer work, communication with Directors, parents, staff and campers. We are looking for someone friendly and outgoing, with a pleasant phone manner who is comfortable working in a fast paced, busy office environment! Must be 21+ with a clean driving record Must be able to commute to work: 6 days per week, 8-4:30pm. Camp Arcadia can provide salary, travel allowance, training and meals. Contact Valerie for more information.

Job Title: World Affairs Council of Maine Administrative Director Company: Location: Portland, ME Description: World Affairs Council of Maine Administrator Director Statement of the Job The Administrative Director is responsible for ensuring the efficient operation of the World Affairs Council of Maine (WAC). The position serves the Board and various committees as well as our membership and the public. The position primarily provides support to WAC programs and fundraising activities, and oversees the information and communication management systems and the administrative operations of the organization. The ideal candidate is a self-starter who thrives in a fast-paced environment, utilizing their extensive office and program management background and strong interpersonal skills to effectively and efficiently manage the business of the Council. Essential Functions: 1. Responsible for administrative support to programs and events, under the guidance of the Program Committee, including: marketing, website management, registration, event logistics, volunteer supervision and post-event assessment. 2. Responsible for providing support for fundraising activities under the guidance of the Development Committee, including, personal and corporate memberships, program sponsorships, annual appeal, and special fundraising events and programs 3. Coordinates the communication management of the organization including: public relations, mailings, email communication, newsletters, website, and verbal and written communications. 4. Coordinates with the Finance Manager on financial administration and reporting. 5. Provides programmatic and administrative support to WAC and the Board/Committees through office management, organization, and oversight. This includes scheduling and coordination for in-house meetings and programs held on and off site, i.e. room scheduling, calendar scheduling, registration, food and equipment as necessary. 6. Manages detailed records, files and databases, using Microsoft Access, Microsoft Word, and Microsoft Excel to track programs, membership and other constituents. 7. Manages membership database and potential membership opportunities with special emphasis on the membership renewal process 8. Maintains appropriate documentation for WAC as required for federal, state and local reporting. 9. Drafts correspondence to a variety of audiences including membership, high schools, colleges and universities, businesses, organizations and other constituents. 10. Responsible for the continued development and maintenance of the WAC website. 11. Compiles a variety of information from records and files for regular and special reports and in response to specific requests by the Executive Committee. 12. Represents WAC in a professional manner in community outreach and membership development. 13. Supervises and coordinates the training of interns and coordination of volunteers. 14. Coordinates the acquisition, operation, and maintenance of office functions. Knowledge, Skills, and Abilities 1. Ability to work with people from diverse backgrounds and interests. 2. Ability to manage work with Board members, members, and volunteers without direct supervision. 3. Knowledge of effective conference and meeting planning techniques. 4. Ability to think clearly and make decisions rapidly under pressure. 5. Ability to learn policies and procedures and apply them to various circumstances involving ability to interpret needs and respond without direct supervision. 6. Ability to communicate effectively with individuals and groups both orally and in writing. 7. Ability to learn new information quickly and easily. 8. Project management skills and the ability to manage multiple projects with attention to detail and accuracy. 9. Problem-solving ability, resourcefulness. 10. Customer orientation, interpersonal competence. 11. Ability to attend to multiple needs and tasks, prioritize, and manage frequent requests and interruptions. 12. Ability to lift boxes of materials or equipment weighing 20 - 25 pounds; lift and arrange meeting room chairs, tables, flip charts, projectors, video recorder and LCD projector and boxes of supplies. Ability to set up and operate equipment as needed. 13. Ability to drive and have regular and consistent access to a vehicle; ability to travel between conference and meeting sites on and off campus. 14. Ability to work a variety of scheduled times, including nights, early mornings and weekends and must have a flexible schedule. 15. Knowledge and strong abilities with Microsoft Office including Word, Excel, Publisher, mail merge functions, ACT Database, web proficiency and development, email software and strong general computer skills. Qualifications: Preferred: Bachelor?s degree in a related field and a minimum of 2 years experience with program and office management, computer and web proficiency, or equivalent combination of education and experience. Preferred: 3 - 5 years of meeting planning experience, administrative skills and strong computer skills and knowledge base. Licenses/Certifications: Valid driver?s license. This is a salaried position of 30 hours a week with flexibility. This salary includes 8 paid holidays and two weeks paid leave, which will be accrued on a monthly basis. The position will be located at the World Affairs Council of Maine?s office which is located at the University of New England campus, 716 Stevens Avenue, Portland, Maine. Please submit your resume, cover letter and three letters of reference to: Register to View , please put in the response line - Administrative Director or mail to World Affairs Council of Maine, PO Box 3313, Portland, Maine 04104-3313

Job Title: Office Coordinator Company: Manpower Location: Portland, ME Description: Do you have over 2 years Reception experience? Are you highly proficiently in MS Office? Do you want to get your foot in the door with a great company? If so, we have a great opportunity for you!   A company located in downtown Portland is looking for a highly skilled Office Coordinator to become part of their growing company. This position is full time and temp to hire. Your duties will include but are not limited to: -Greeting visitors daily. -Answer and direct all incoming calls. -Keep inventory of all supplies   Manpower has the right opportunity, tell us why you are the right person! Apply today!

Job Title: Office Manager - Augusta Company: Cardiovascular Consultants of Maine, PA Location: Augusta, ME Description: This position requires a person with a minimum of 3 years previous medical management experience of at least 10 staff to supervise and coordinate the workflow of our growing cardiology practice.    Position calls for a hands-on working manager who can skillfully supervise both clerical and clinical staff.  This position reports to and makes further recommendations to the Chief of Operations (COO). This position serves a liaison between the COO, office personnel and physicians.   This position requires impeccable professionalism, exceptional ethical standards, high level of critical thinking, and multitasking abilities. This individual must demonstrate excellent written and oral communication skills. Candidate must seek and facilitate quality assurance projects to keep practice on a progressive track in a competitive environment. This person must possess the ability to assume and delegate responsibility, prioritize, and work with people in a tactful and diplomatic manner.   Aptitudes required for this job include the ability to maintain smooth, cost effective, and efficient day-to-day office functions. Working knowledge of MS Office is required.   To learn more about our practice and range of services, please visit www.heartmaine.com

Job Title: Office Manager - TPA Company: Chalmers Insurance Group Location: Bridgton, ME Description: The Office Manager will be responsible for the daily operations and functions of NAHGA Claim Services, a member of Chalmers Insurance Group.  The manager will provide leadership and direction to the medical claims adjusters and examiners as well as the clerical support staff.  The manager will be responsible for planning, organizing and manging the work assigned to all staff members.   Other responsibilities may include:    Performance appraisals and salary recommendations    Employee coaching as needed for optimum performance    Ensure that quality customer service is evident in all transactions    Make sure work is being performed in a consistent manner    Ensure that all regulatory requirements are being met    Monitor work inventories and address any backlog issues that may develop    Coordinate vacation and time-off schedules to ensure adequate coverage in department    Work with Systems Administrator on technology related issues    Be responsible for ordering office supplies and equipment    Work with other managers to work within budgetary guidelines    Perform other duties necessary to ensure effective operation of office

Job Title: Chief Administrative Officer Company: Chest Medicine Associates Location: South Portland, ME Description: Chest Medicine Associates is a well-established, independent academic medical practice providing Pulmonary, Critical Care and Sleep Medicine services to Southern Maine.  Chest Medicine Associates is recruiting for a Chief Administrative Officer (CAO) responsible for planning, developing, and establishing policies and objectives of functions in accordance with fulfilling the strategic plan of the organization.  The position is responsible for overall management of administrative and clinical operations, information services, facilities management, human resources services, and finance. The CAO reports to the Physician President.  The director-level personnel report to the CAO. The CAO is a non-voting member of the Board of Directors and confers with the Board to plan business objectives and develop organizational policies.

Job Title: Optometric Office Manager Company: Smart EyeCare Center Location: Bangor, ME Description: Smart EyeCare Center is seeking a dynamic, confident and experienced Office Manager for its Bangor Optometric Clinic. This position has a wide range of responsibilities form supervising the work of the office staff, administrating the office budget and marketing, to the growth and deployment of new patient acquisition and clinical eye care programs. This position will successfully manage staff schedules, training, and clinical services to our patients and customers as well as delegate responsibilities among the staff and ensure the needs of our internal and external customers are met. The manager will also maintain timely and accurate office records, administer organization procedures, maintain a yearly budget and support / mentor staff on an as needed basis. Data entry and telephone / written correspondence communication skills to patients is important to the success of this position.  This position reports to the COO of the Organization and is a participating member of the Smart EyeCare Center Lead Team. The Lead Team consists of senior management that review and administer the strategic direction of the organization. Qualifications and Skills Required ·         A college degree in business or equivalent experience (MBA is a plus) and at least two years of office management work history. Proven track record of staff development and management as well as budgetary and financial administration. Process improvements and medical management would be a plus. Proficient at multitasking and confident in project management. ·         Strong working knowledge of office software packages (Word, Excel, and PowerPoint etc.) with MaximEyes EMR software a plus. The Ideal candidate will have: ·         Previous dispensing optician experience and 2 to 3 years management experience ·         Prior optical experience at the dispenser, doctor assistant and/or general manager or assistant manager level. ·         Laboratory fabrication of eyewear is not required though would be a plus in consideration of your qualifications. ·         Knowledgeable in optics, lens options, contact lens dispensing and office management, including knowledge of medical/optical billing is also a plus ·         Working knowledge of all areas of the office - Tech, Optical, Front Office Candidate should have experience in: ·         Customer service, eyeglass/contact lens order processing, and online insurance billing for various third party payees o   Such as VSP, Medicare, Anthem and Davis Vision ·         Sales experience and the desire to excel in the volume growth of the practice   Interested candidates should apply for this position, by sending a cover letter and resume to Register to View   Thank you and we look forward to talking with you!

Job Title: Office Coordinator Company: York Hospital Location: York, ME Description: York Hospital is looking for a full time Office Coordinator. Qualified candidates must have 3 or more years of experience in a Physician Practice, Surgery Scheduling, and running a medical office. Will be responsible for setting up patient appointment, surgery scheduling, answering phones, etc.

Job Title: Office Manager Company: Upscale Group, Inc / The Locke Team Location: Portland, ME Description: Upscale Group / The Locke Team seeks an experienced Real Estate admin person. Must have strong Real Estate working experience in all aspects of a residential brokerage office

Job Title: Business Office Manager/ Orono Commons Company: Genesis Healthcare Location: Orono, ME Description: Orono Commons needs Business Office Manager       POSITION SUMMARY: The Office Manager must be familiar with company policies and procedures related to billing and accounts receivable, census processing, payroll, and accounts payable. The Office Manager oversees all business office functions and is responsible for ensuring policy & procedure compliance in all related areas. He/she interfaces with the Administrator, Regional Business Office Coordinator, Bookkeeper, and Receptionists, as well as provides verbal and written reports to the Administrator and Corporate.   RESPONSIBILITIES/ACCOUNTABILITIES: 1.  Ensures systems and controls are in place as outlined in policy and procedure manuals. Meets established daily, weekly, and monthly deadlines; 2.  Directs processing of accounts receivable, adjustments/refunds, private and third party agencies,  census information, ancillaries, cash deposits and posting; 3.  Manages customer trust funds and maintains confidential files, ensures compliance with all state and federal regulations; 4.  Meets with all new admissions (resident or family) to explain financial obligations and paperwork, Audits new admission files to ensure completeness and accuracy; 5.  Maintains Private Spend Worksheets and assists with Medicaid Pending Tracking; 6.  Manages all month end processes, which include completion of data entry, review and correction of edits, and census reconciliation; 7.  Manages accounts receivable collections for past due customer accounts, ensures timely filing of Medicare, Medicaid, and Insurance claims; 8.  Provides written Past Due Report concerning customer accounts to the Administrator, prepares for and attends A/R review meetings, maintains collection Activity Binder; 9.  Recommends and prepares accounts for outside collection agencies, attorneys, and write off; 10.  Coordinates documentation for internal and external auditors. Assists administrator and accounting dept. with resolving G/L variances; 11.  Supervises, organizes, evaluates and monitors business office operations and staff, including Bookkeeper and receptionists, as well as, delegates administrative authority, responsibility and accountability to other office personnel as necessary; 12.  Concerns his/herself with the safety of all nursing center customers in order to minimize the potential for fire and accidents. Also, ensures that the center adheres to the legal, safety, health, fire and sanitation codes by being familiar with his/her role in carrying out the center's fire, safety and disaster plans and by being familiar with current MSDS; 13.  Puts Customer Service First: Ensures that customers and families receive the highest quality of service in a caring and compassionate atmosphere which recognizes the individuals' needs and rights; 14.  Performs other duties as requested.