Protect Each One Consulting, LLC Office Manager Fredericksburg, VA · Remote · Contractor Company website

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About Protect Each One Consulting LLC

Protect Each One Consulting LLC is a trauma-informed behavioral health and consulting agency dedicated to delivering ethical, evidence-based mental health services. Through our clinical division, The Counseling Spot, we provide therapy for individuals navigating trauma, anxiety, depression, burnout, and life transitions. We are committed to clinical excellence, professional integrity, and creating supportive systems that promote resilience and long-term wellness.

Position Title: Office Manager

Organization: Protect Each One Consulting, LLC (PEO)

Division(s): The Counseling Spot, The Listening Table, CEU Academy, MindShift Research Group

Location: Virginia (Hybrid/Remote with administrative oversight)

Employment Type: Part-Time

Position Summary

Protect Each One Consulting LLC (PEO) is seeking a highly organized, detail-oriented Office Manager to oversee daily administrative operations across multiple service divisions. This role is responsible for ensuring efficient scheduling, client coordination, provider support, and operational workflow management in a trauma-informed, client-centered environment.

The Office Manager plays a critical role in maintaining professionalism, confidentiality, and seamless service delivery across counseling, mediation, coaching, and training services.

Key Responsibilities

Administrative & Operational Management

• Oversee day-to-day office operations across all PEO divisions
• Manage administrative systems, workflows, and documentation processes
• Maintain organized digital and/or physical filing systems in compliance with HIPAA and organizational policies
• Support leadership with operational coordination and reporting

Scheduling & Client Coordination

• Manage provider calendars using EHR systems (e.g., Simple Practice or equivalent)
• Schedule, confirm, and coordinate appointments across all service lines
• Reschedule client appointments as needed, ensuring minimal disruption to providers and clients
• Send appointment reminders and follow-ups to reduce no-shows
• Coordinate intake scheduling and onboarding processes for new client

Client Services & Communication

• Serve as the first point of contact for clients, partners, and stakeholders
• Respond to phone calls, emails, and inquiries in a timely and professional manner
• Provide general information regarding services, policies, and appointment availability
• Maintain a welcoming, respectful, and trauma-informed communication approach

Billing & Administrative Support

• Assist with basic billing coordination, invoicing, and payment tracking (if applicable)
• Support insurance verification processes and documentation tracking
• Coordinate documentation for audits, credentialing, and compliance

Compliance & Confidentiality

• Ensure all administrative processes align with HIPAA, Virginia regulations, and ethical standards
• Maintain strict confidentiality of client and organizational information
• Support compliance with Virginia Board of Social Work documentation and operational standards

Team & Provider Support

• Support clinicians, mediators, and consultants with scheduling and administrative needs
• Assist with onboarding new staff and contractors
• Coordinate team meetings, training logistics, and internal communications

Required Qualifications

• Associate’s or bachelor’s degree in business administration, Healthcare Administration, Social Services, or related field (or equivalent experience)
• Minimum of 2–3 years of administrative or office management experience (behavioral health or healthcare preferred)
• Experience with scheduling systems and/or EHR platforms (e.g., Simple Practice)
• Strong organizational, multitasking, and problem-solving skills
• Excellent written and verbal communication skills

Preferred Qualifications

• Experience working in mental health, counseling, or social services setting
• Knowledge of HIPAA compliance and client confidentiality standards
• Familiarity with insurance processes and billing systems

Core Competencies

• Attention to detail and accuracy
• Professionalism and discretion
• Time management and adaptability
• Client-centered and trauma-informed approach
• Ability to manage multiple priorities in a fast-paced environment

Background Check Requirement

All candidates must successfully complete a comprehensive background check in accordance with Virginia standards, which may include:

• Criminal history check
• Sex offender registry check
• Child Protective Services (CPS) check (if applicable)
• Verification of prior employment and education

Work Environment

• Hybrid/remote administrative work with occasional in-person coordination (as applicable)
• Flexible, mission-driven environment aligned with PEO’s commitment to ethical and trauma-informed services

Why Join Protect Each One Consulting, LLC?

At PEO, we are committed to “Where Research Meets Practice—Counseling, Mediation, and Prevention.”

You will be part of a growing organization dedicated to supporting individuals, families, and communities through high-quality, ethical, and evidence-based services.