Company Description

STEPS Center for Mental Health provides comprehensive psychiatric and psychotherapeutic services for children, adolescents, and families. Our mission is to support individuals experiencing challenges such as attention difficulties, anxiety, mood concerns, trauma, learning difficulties, and coping with grief and loss.

Guest Relations and Front Office Manager

About the Role

We are looking for a highly organized and proactive professional to be the operational backbone of our team. You will be the central point of contact for day-to-day office operations, ensuring the team runs efficiently by managing schedules, coordinating administrative processes, and overseeing billing and collections. This is a hands-on, multi-faceted role suited to someone who thrives in a dynamic environment and takes pride in keeping things running smoothly.

This role reports directly to the co-founders for STEPS Center for Mental Health, with competitive pay.

Key Responsibilities

- Scheduling & Calendar Management
- Manage and coordinate calendars for a team of psychiatrists and psychologists., including scheduling meetings, appointments, and calls
- Anticipate scheduling conflicts and proactively resolve them
- Organize and prepare agendas for internal meetings; record and distribute minutes where required
- Coordinate travel arrangements and logistics as needed

Billing & Collections

- Prepare, issue, and track client invoices in a timely and accurate manner
- Monitor accounts receivable and follow up on outstanding payments
- Manage collections processes,



including sending reminders and escalating overdue accounts as appropriate
- Reconcile billing records and maintain accurate financial documentation
- Liaise with an external accountant or bookkeeper to ensure records are current
- Assist with basic expense reporting, payroll preparation support, and budget tracking

Office Operations & Administration

- Oversee daily office operations to ensure a productive and organized work environment
- Manage office supplies inventory — monitor stock levels, place orders, and manage vendor relationships
- Maintain organized filing systems (physical and digital) for contracts, invoices, personnel records, and other key documents
- Serve as the primary point of contact for internal and external communications, including phone, email, and mail
- Coordinate onboarding logistics for current team members (desk setup, access, orientation scheduling)
- Liaise with building management, IT support, and other service providers as needed
- Identify and implement process improvements to increase office efficiency

Team Support

- Provide administrative support to leadership and staff across the team
- Help coordinate team events, offsites, and company celebrations




- Support HR-related administration such as maintaining employee records and assisting with recruitment coordination
- Skills & Qualifications
- Required
- Excellent communications skills - written and spoken.
- Proven experience in an office management, administrative coordinator, or similar role (2–5 years preferred)
- Strong organizational and time management skills with the ability to juggle competing priorities
- Excellent written and verbal communication skills
- Proficiency in MS Office Suite (Word, Excel, Outlook) or Google Workspace
- Experience with invoicing and basic accounts receivable / collections processes
- Familiarity with scheduling and calendar tools (e.g., Google Calendar, Outlook, Calendly)
- High level of discretion and ability to handle confidential information
- Self-directed and comfortable working with minimal supervision

Preferred

- Experience with accounting or billing software (e.g., QuickBooks, Xero, FreshBooks)
- Associate's or bachelor's degree in Business Administration, Office Management, or related field
- Experience supporting a small team or small business environment

What Success Looks Like

- The team's calendars are well-managed and meetings happen without conflict or confusion
- Invoices go out on time and collections are followed up consistently
- The office runs with minimal friction — supplies are stocked, systems are organized, and staff have what they need
- Leadership can rely on you to manage operational details independently

This is a full-time position based in Gurgaon.

📌 Guest Relations and Front Office Manager (Gurugram)
🏢 STEPS Center for Mental Health
📍 Gurugram