Business Manager

Reports to Chief Clinical Officer and Chief Commercial Officer

Exempt

The Business Manager is responsible for overseeing and supervising all Business Administrator functions while providing operational redundancy and support as needed. This role ensures smooth execution of administrative, scheduling, records management, compliance, and center operations processes. The Business Manager supports employee onboarding and engagement, client onboarding workflows, data management, and organizational communication. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Bachelor’s degree in business administration or a similar subject, (preference given to applicants who have a master’s degree in business administration) or other qualified experiences. 3+ years’ relevant experience. Must demonstrate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience interacting with children, children with disabilities, and families preferred.

None required.

• Administrative Oversight & Supervision
  Provide supervision of all Business Administrator responsibilities, ensure consistency, quality, and compliance across administrative processes, and maintain and update SOPs while supporting continuous improvement efforts.
• Employee Time & Attendance Management
  Oversee timesheet management, review, and approvals; manage PTO tracking and accuracy of balances and requests; and track unplanned absences while notifying leadership as appropriate.
• Employee File & Documentation Management
  Maintain accurate and compliant employee files and training records, oversee document retention and archiving, and ensure completion and tracking of all staff training requirements.
• Onboarding, Communication & Recruitment Support
  Manage initial contact and follow-up with prospective employees, maintain seasonal recruitment documents, handle administrative and scheduling communication, and coordinate company events and recognition programs.
• Client Operations & Communication
  Conduct introductory calls and follow-up with new clients, manage client photo documentation and take-home materials, and support service agreements, tours, and onboarding workflows.
• Systems Management
  Maintain and update administrative platforms such as Central Reach, Precision X, Sortly, and communication platforms, and manage downloading and configuration of apps required for clinical staff.
• Scheduling & Seasonal Setup
  Prepare scheduling emails and communications, set up Central Reach and Precision X for each service season, and assist with staffing logistics and seasonal transitions.
• Operational Support & Center Maintenance
  Support emergency procedures and serve as a point of contact during urgent situations, oversee cleaning and organization processes, and manage inventory levels and ordering.
• Billing & Financial Administration
  Support billing processes including document review, submissions, and reconciliation, and monitor accuracy of billing-related data.
• Reporting, Data Analysis & KPIs
  Generate and analyze KPI reports, identify trends and share insights with leadership, and provide weekly operational updates.
• Compliance & Policy Implementation
  Ensure adherence to organizational policies and regulatory requirements, maintain documentation aligned with licensing and audit standards, and support both internal and external audits.
• Process Improvement
  Identify operational inefficiencies, implement improvements, and maintain and revise standard operating procedures.
• Staff Support & Culture
  Support employee engagement, communication flow, and culture-building initiatives, and assist managers in maintaining team consistency and communication.
• IT & Vendor Coordination
  Coordinate IT access, permissions, and basic troubleshooting, and communicate with vendors regarding supplies, services, and operational needs.
• Risk Management & Incident Tracking
  Ensure emergency and safety protocols are followed and support the tracking and documentation of incident reports.
• Perform additional duties or responsibilities as requested or assigned.

The Hangout Spot is an equal opportunity employer and does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age, genetic information or any other characteristic protected by law (referred to as “protected status”).