Job Description
We are a Traumatic Brain Injury Center with offices in Elmhurst, Brooklyn Heights, and Manhattan. We are currently seeking an enthusiastic, fully bilingual Spanish-English Office Administrator to join our Brooklyn center.
This role is ideal for a charismatic, organized, and patient-focused individual who can multitask in a fast-paced medical environment. The Office Administrator will be in direct contact with patients and will work closely with doctors, nurse practitioners, neuropsychologists, medical assistants, technicians, administrative personnel, and other staff members.
Bilingual Spanish-English is mandatory. We are not hiring non-bilingual candidates.
Strong Candidates Are:
Able to build one-on-one rapport with patients
Friendly, outgoing, and patient-focused
Excellent people and communication skills
Comfortable working in a team environment with oversight from doctors and teammates
Organized, detail-oriented, and capable of multitasking
Professional, energetic, warm, and caring in all patient and family interactions
Responsibilities:
Coordinate billing activities to ensure accurate and timely processing
Oversee patient appointments, daily schedules, and calendar management
Reschedule missed or canceled patient appointments and follow up as needed
Assist with operational control of the Brooklyn office alongside another supervisor
Report directly to the Executive Director on administrative and operational matters
Assist with general administrative and operational functions related to the Brooklyn center across all areas
Support implementation and maintenance of efficient office workflows and procedures
Assist doctors, administrative staff, and therapists to ensure office efficiency and productivity
Maintain a safe, clean, and orderly office environment
Administrative Duties (may include, but are not limited to):
Use computer applications and office software
Manage calendars and schedule patient appointments
Answer and direct phone calls; take messages and provide information
Welcome patients and visitors in a professional and friendly manner
Update, file, and maintain patient medical records
Handle correspondence, billing documents, and scanning of patient files
Prepare documents for billing, including scanning and submission
Assist patients with completing forms
Provide general office support (filing, scanning, photocopying)
Perform data entry and maintain accurate records
Assist with order entry and inventory management
Translate from Spanish to English as needed
Ensure reception and therapy areas remain clean and organized
Experience & Qualifications:
Fully bilingual Spanish-English (required)
Proficient in Google Suite (Gmail, Google Docs, Google Sheets)
Strong data entry skills with excellent attention to detail
Experience with calendar management and scheduling
Familiarity with order entry and inventory processes
Previous medical office or administrative experience is a plus
Customer service experience is highly desirable
Knowledge of medical office procedures is an advantage
Experience handling multiple phone lines
This position requires excellent verbal and written communication skills. The ideal candidate is organized, dependable, detail-oriented, and able to multitask effectively. A friendly demeanor and professional appearance are essential.
Please note that this job description is not intended to cover all duties or responsibilities. Duties may change at any time with or without notice.
If you meet the qualifications and are interested in joining our Brooklyn team, please submit your resume for consideration.
We look forward to reviewing your application!
Job Type: Full-time
Pay: $28.00 - $32.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Work Location: In person
This role is ideal for a charismatic, organized, and patient-focused individual who can multitask in a fast-paced medical environment. The Office Administrator will be in direct contact with patients and will work closely with doctors, nurse practitioners, neuropsychologists, medical assistants, technicians, administrative personnel, and other staff members.
Bilingual Spanish-English is mandatory. We are not hiring non-bilingual candidates.
Strong Candidates Are:
Able to build one-on-one rapport with patients
Friendly, outgoing, and patient-focused
Excellent people and communication skills
Comfortable working in a team environment with oversight from doctors and teammates
Organized, detail-oriented, and capable of multitasking
Professional, energetic, warm, and caring in all patient and family interactions
Responsibilities:
Coordinate billing activities to ensure accurate and timely processing
Oversee patient appointments, daily schedules, and calendar management
Reschedule missed or canceled patient appointments and follow up as needed
Assist with operational control of the Brooklyn office alongside another supervisor
Report directly to the Executive Director on administrative and operational matters
Assist with general administrative and operational functions related to the Brooklyn center across all areas
Support implementation and maintenance of efficient office workflows and procedures
Assist doctors, administrative staff, and therapists to ensure office efficiency and productivity
Maintain a safe, clean, and orderly office environment
Administrative Duties (may include, but are not limited to):
Use computer applications and office software
Manage calendars and schedule patient appointments
Answer and direct phone calls; take messages and provide information
Welcome patients and visitors in a professional and friendly manner
Update, file, and maintain patient medical records
Handle correspondence, billing documents, and scanning of patient files
Prepare documents for billing, including scanning and submission
Assist patients with completing forms
Provide general office support (filing, scanning, photocopying)
Perform data entry and maintain accurate records
Assist with order entry and inventory management
Translate from Spanish to English as needed
Ensure reception and therapy areas remain clean and organized
Experience & Qualifications:
Fully bilingual Spanish-English (required)
Proficient in Google Suite (Gmail, Google Docs, Google Sheets)
Strong data entry skills with excellent attention to detail
Experience with calendar management and scheduling
Familiarity with order entry and inventory processes
Previous medical office or administrative experience is a plus
Customer service experience is highly desirable
Knowledge of medical office procedures is an advantage
Experience handling multiple phone lines
This position requires excellent verbal and written communication skills. The ideal candidate is organized, dependable, detail-oriented, and able to multitask effectively. A friendly demeanor and professional appearance are essential.
Please note that this job description is not intended to cover all duties or responsibilities. Duties may change at any time with or without notice.
If you meet the qualifications and are interested in joining our Brooklyn team, please submit your resume for consideration.
We look forward to reviewing your application!
Job Type: Full-time
Pay: $28.00 - $32.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Medical Office Administrator position is now open for candidates interested in the Health Jobs sector. This role in Brooklyn offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Health Jobs is a plus.
