Office Manager – Thriving Proof

Location: Bangor, Maine Type: Full-Time

 

About Us

At Thriving Proof, we're more than a health practice—we're a team dedicated to helping people reclaim their power to heal. Our multi-disciplinary approach combines conventional medicine with holistic and functional care, addressing root causes rather than just managing symptoms. We believe everyone deserves to wake up with energy, feel great in their body, and experience true transformation.

We're looking for an Office Manager who shares our passion for exceptional care and understands that smooth operations are the foundation of meaningful patient outcomes.

 

The Role

As our Office Manager, you'll be the operational heartbeat of the practice. You're not just keeping things running—you're creating the structure and systems that allow our team to focus fully on transforming lives.

This role is ideal for someone who thrives on creating order, anticipates needs before they become problems, and finds genuine satisfaction in building efficient processes while fostering meaningful connections with patients and the community.

 

What You'll Do

Operations & Efficiency

• Troubleshoot and navigate day-to-day office operations, keeping everything running smoothly
• Identify areas of opportunity to improve quality of care and office efficiency
• Maintain a clean, organized, and welcoming office environment
• Manage office technology, systems, and equipment—coordinating repairs and upgrades as needed
• Support compliance efforts, including documentation and HIPAA requirements

Billing & Financial Administration

• Manage patient-side billing, including invoicing, payment collection, and account questions
• Oversee office-side billing, expenses, and vendor payments
• Track and report on key financial and operational metrics

Inventory Management

• Oversee inventory for supplements, office supplies, and clinical materials
• Place and track orders, manage vendor relationships, and ensure stock levels meet practice needs
• Coordinate with patients when orders arrive and maintain accurate inventory records

Community & Outreach

• Plan and coordinate community events, workshops, and outreach initiatives
• Manage event logistics, attendee communication, and follow-up
• Represent Thriving Proof in the community with professionalism and heart

Team Support

• Coordinate team meetings, internal communications, and scheduling needs
• Support onboarding for new team members
• Foster a positive, collaborative team culture aligned with our values

 

Who You Are

Systematic & Process-Driven You have a method for everything—and you actually use it. Whether it's managing billing cycles, tracking inventory, or coordinating events, you rely on systems, checklists, and consistent processes to keep everything running smoothly. You don't just maintain systems; you improve them.

Detail-Oriented & Thorough You double-check the numbers. You notice when something doesn't add up. You follow through on the small things because you understand that in healthcare operations, accuracy matters.

Proactive Problem-Solver You see what needs to be done and handle it before anyone has to ask. When issues arise, you address them calmly and efficiently. You're always thinking one step ahead.

Reliable & Consistent You show up, follow through, and do what you say you'll do. The team counts on you to keep things steady, and you take pride in being someone others can depend on.

Warm & Community-Minded You genuinely enjoy connecting with people—whether it's a patient with a billing question or a community member at an outreach event. You represent our practice with warmth, professionalism, and care.

Aligned with Our Mission You believe in what we do. You're not just looking for a job—you're looking for meaningful work where your contributions support real transformation in people's lives.

 

Qualifications

Required:

• 2+ years of experience in office management, operations, or administrative leadership
• Strong proficiency with office technology, billing systems, and scheduling software
• Excellent written and verbal communication skills
• Demonstrated organizational abilities and attention to detail
• Experience managing inventory and vendor relationships
• Understanding of HIPAA and patient privacy requirements
• Ability to manage multiple priorities systematically without sacrificing accuracy

Preferred:

• Experience in a healthcare, wellness, or holistic health setting
• Background in event planning or community outreach
• Familiarity with EMR/EHR systems or patient management platforms
• Experience with bookkeeping or financial reporting

 

What We Offer

• A mission-driven work environment where your role directly supports patient healing and transformation
• A supportive, collaborative team culture that values integrity, empowerment, connection, and excellence
• Opportunity to grow with a forward-thinking practice
• Professional development and long-term career growth
• Competitive compensation based on experience

 

How to Apply

If you're someone who finds fulfillment in creating order, building community, and being part of meaningful work, we'd love to hear from you.

Please submit your resume along with a brief note telling us:

1. What draws you to this role at Thriving Proof?
2. Tell us about a time you identified an inefficiency and implemented a solution.

 

Email: jgoddard@thrivingproof.com

Subject Line: Office Manager Position

 

Thriving Proof is committed to creating an inclusive environment for all employees and patients. We celebrate the diversity of our team and the communities we serve.