Remote Virtual Office Manager Jobs in California

ABOUT US

Mental Health Practitioners is a woman-owned psychiatric practice serving patients across California, Arizona, and Oregon. Our team of 20+ providers are dedicated to delivering high-quality mental health care in a supportive, collaborative and intimate environment. As we continue to grow, we are seeking an experienced Office Manager to lead our administrative operations and support our remote office team.

POSITION SUMMARY

We are seeking a confident, personable, and highly self-directed Office Manager who can step in quickly, take ownership, and strengthen day-to-day operations. This is a hands-on leadership role. In addition to managing the office team, you will work alongside staff and be prepared to step into operational tasks when needed. The ideal candidate is comfortable leading people, solving complex problems, handling difficult patient situations, and improving systems while maintaining a positive team culture.

You will oversee a team of 8+ remote administrative staff, manage patient escalations, support scheduling operations, and partner closely with leadership to ensure a high level of service and efficiency across the organization.

This position begins as a contract-to-hire role (3–6 months). We believe this structure allows both the employee and the organization to ensure the position is the right long-term fit. Upon successful completion of the contract period, the role converts to a full-time exempt salaried position with benefits.

KEY RESPONSIBILITIES

Staff Management & Leadership

• Lead, coach, and support a team of 10+ remote office staff members
• Conduct regular one-on-one meetings, performance reviews, and coaching conversations
• Manage staffing schedules, workload distribution, and time-off requests
• Address team concerns and resolve interpersonal challenges professionally
• Recruit, onboard, and train new administrative team members
• Maintain clear communication and accountability across remote teams
• Foster a culture of ownership, professionalism, and continuous improvement

Patient Relations & Escalation Management

• Serve as the primary point of contact for escalated patient concerns and complaints
• Handle difficult, emotionally charged, and complex patient conversations with professionalism and empathy
• De-escalate challenging situations while maintaining appropriate boundaries
• Resolve issues efficiently and identify opportunities for process improvement
• Ensure HIPAA compliance and patient confidentiality at all times
• Document concerns thoroughly and communicate resolutions effectively

Operations & Process Improvement

• Monitor daily office operations and ensure smooth workflow across departments
• Identify operational inefficiencies and implement practical solutions
• Develop, update, and enforce office policies and procedures
• Ensure compliance with company policies, healthcare regulations, and state-specific requirements
• Partner with leadership on operational initiatives and strategic improvements
• Support multi-state operations and administrative workflows

Administrative Oversight

• Oversee scheduling operations, patient communications, billing inquiries, and administrative functions
• Ensure timely communication between providers, staff, and patients
• Track key performance indicators and operational metrics
• Maintain office systems, technology platforms, and administrative tools
• Strategically manage staffing coverage and scheduling needs to support business demands

REQUIRED QUALIFICATIONS

• 3–5+ years of office management, operations management, or healthcare administration experience
• Proven experience leading and managing teams of 4+ employees
• Strong leadership skills with the ability to motivate, coach, and hold team members accountable
• Exceptional problem-solving abilities and sound judgment
• Excellent conflict resolution and de-escalation skills
• Outstanding written and verbal communication skills
• Comfortable handling difficult and sensitive patient conversations
• Highly organized with strong follow-through and attention to detail
• Able to work independently and make decisions with minimal supervision
• Proficiency with Google Workspace, Slack, scheduling systems, and office software
• Working knowledge of HIPAA and patient confidentiality requirements
• Reliable internet connection and professional home office setup
• Must reside in California, Nevada, or Arizona

PREFERRED QUALIFICATIONS

• Experience managing fully remote teams
• Behavioral health, psychiatry, or mental health practice experience
• Familiarity with multi-state healthcare operations
• Experience with EMR/EHR and practice management systems
• Knowledge of medical billing, insurance, and credentialing processes
• Experience developing operational workflows and process improvements

WHAT WE\'RE LOOKING FOR

The ideal candidate is:

• A proven people leader who enjoys coaching and developing teams
• Comfortable jumping into day-to-day operations and working alongside staff when needed
• Highly skilled at handling difficult patient interactions with empathy and professionalism
• A strong critical thinker who can solve problems independently
• Strategic when it comes to scheduling, staffing, and workflow management
• Calm under pressure and able to balance compassion with accountability
• Proactive, resourceful, and solutions-oriented
• Adaptable in a fast-paced and growing healthcare environment
• Committed to excellent patient experiences and operational excellence

COMPENSATION & BENEFITS

Contract Period (First 3–6 Months)

• $40.00 per hour
• Full-time schedule (40 hours per week)
• Remote work arrangement

Upon Conversion to Full-Time Exempt Employee

• Competitive salaried compensation
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Paid holidays
• Professional development opportunities
• 401K

Equal Employment Opportunity

MHP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender identity, national origin, age, veteran status, disability, genetics, or any other characteristic protected by law. In addition to federal law requirements, MHP complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.