JOBS-016: Office Manager
WE Are Looking for a Leader.
Dental experience is a bonus. Proving you can lead is the job.
Most office manager postings describe the industry and assume the right candidate already works in it. This one is different. We are not hiring a dental background. We are hiring a leader who knows how to build a high-performing team, hold people to real commitments, and turn a big goal into a plan that actually gets executed.
If that is the kind of leader you are, we want to hear from you. Whether you have spent years running a dental practice or have never set foot in one is genuinely secondary to us. What matters is that you can prove what you have built, what you have fixed, and how you led the people around you to do it.
The Practice and the Mission
ToothFillers superKIDS Dentistry serves a predominantly Denti-Cal pediatric population in San Jose. Dr. Tracy Filler built this practice on a straightforward belief: that kids from underserved communities deserve the exact same standard of care as anyone else. The bar here does not flex based on payer source.
Dr. Filler is not running this practice toward an exit. She is building something in this community that she intends to outlast her. The Office Manager who comes in next is a key part of that story. This is not an administrative role. It is operational leadership with real authority and real accountability.
One thing people notice quickly when they start here: the days are fast and full, and by the time you leave, you know exactly what you accomplished. That feeling does not get old.
What You Will Own
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The real scope of this role: You run the operation. Accounts receivable, schedule density, staff performance, Denti-Cal compliance, and the space between what Dr. Filler is building toward and what happens on the floor every day. You will be measured on numbers that matter and given the authority to move them. The clinical team takes its cues from the culture you build. |
What We Need You to Prove
These are the things we screen for. Not a list of preferred qualifications. The actual standards. Come ready to demonstrate them.
- Promise-based management. You do not just assign tasks and hope. You secure specific commitments: who, what, by when. You follow up. You hold the line when someone does not follow through, and you do it without making it personal. You can give us a specific example of this from your work history.
- Translating goals into execution. When leadership sets a direction, you can convert it into a week-by-week plan with defined actions, owners, and checkpoints. You have done this with a real team and can walk us through how it worked.
- Leading through chaos. Things break. Schedules fall apart. Staff call out. You have been in high-pressure operational environments and your team did not fall apart when things went sideways because you stayed steady. We want to hear about a specific time this was tested.
- Analytical thinking. You look at operational data and read it. You can find the problem in a messy report before it becomes a crisis. You build solutions around root causes, not symptoms.
- People leadership at scale. You have managed a team, not supervised one. You have hired people, developed people, and when it was necessary, let people go. You understand that retention is a performance metric and culture is something you build on purpose.
- Integrity without exception. You are the moral compass of the operation. You protect the practice’s reputation the same way you protect your own. You do not cut corners when it is convenient and you do not ask your team to do things you would not do yourself.
- Growth orientation. You can point to something specific you changed about how you lead after learning a better way. Not because someone made you. Because you wanted to get better. This matters to us as much as anything else on this list.
Where Dental Knowledge Fits In
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Here is exactly how we think about this: Dental office experience is a head start on the learning curve. Open Dental software, Denti-Cal billing cycles, prior authorization processes, clinical workflow. If you already know these things, you will onboard faster. If you do not, you will learn them. What you cannot learn is how to lead people, build systems, and hold a team accountable under pressure. That has to come in the door with you. |
What Will Give You a Genuine Advantage
These are not requirements. They are the things that will make your first 90 days faster and your long-term impact greater.
- Experience managing a team of 10 or more people in any industry.
- Background in healthcare, hospitality, retail operations, or any field where compliance, customer experience, and team performance intersect.
- Familiarity with Open Dental or similar practice management software.
- Exposure to insurance billing, prior authorizations, or accounts receivable management.
- Project management experience or certification. The kind of structured thinking that separates a plan from a wish list.
Who This Is NOT For
Being direct here saves everyone time.
- You have dental OM experience and you lead with that credential over everything else. Your experience is the answer to every question before the question gets asked.
- You are looking for a role where the processes are already built and your job is to maintain them. This practice is growing. The systems will be built with you.
- You hear feedback as a challenge to your authority rather than information that makes you better.
- You manage by title. The team here responds to people who earn trust, not people who remind everyone they are in charge.
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Location: San Jose, CA (on-site) Schedule: Full-Time Leadership Experience: Required. Industry is open. Dental OM Experience: Helpful, not required. Compensation: $70,000 to $110,000 annually based on experience |
How to Apply
Send your resume. Along with it, answer this one question in no more than five sentences:
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“Tell us about the highest-performing team you have ever led. What specifically did you do to build it, and what is one thing you would do differently if you built it again?” |
That question tells us more about you than a resume can. Answer it honestly and specifically. Vague answers get no response, and that is not personal. It is just the screen working the way it is supposed to.
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Subject: OM – [Your Name] |
The leader we are looking for will not struggle to answer that question.