Office Manager / Practice Operations Coordinator

Zeeva Behavioral Health•Sherman Oaks, CA

1d•Hybrid

About The Position

Zeeva Behavioral Health is seeking an Office Manager / Practice Operations Coordinator for a full-time, hybrid role. This is a hands-on operations position for someone highly organized, detail-oriented, and adept at creating and improving systems. The role involves managing various aspects of practice operations, including supporting the founder, overseeing people operations and recruiting, managing payroll and administrative tasks, handling office and IT needs, coordinating marketing efforts, and providing backup client care. The ideal candidate is someone who excels at making things work, organizing tasks, delegating effectively, and ensuring follow-through. Zeeva is a growing, therapist-owned practice that values a human-centered and excellent approach to both therapy and its internal operations.

Requirements

Exceptional organization and strong follow-through.
Ability to learn technology quickly.
Warm, clear, and professional communication skills.
Good judgment and the ability to know when to solve something versus escalate.
Attention to detail without losing sight of the bigger picture.
Enjoyment of both people and systems.
Ability to create structure where structure does not yet exist.
Willingness to take feedback well and speak up when something is not working.
Care about how people experience an organization.
Desire to understand how a business works.
Desire for the opportunity to take on greater responsibility over time.
Ability to reliably work onsite in Sherman Oaks and respond to occasional in-person office needs.

Nice To Haves

Healthcare or mental health experience is helpful, but not required.

Responsibilities

Maintain and improve processes, systems, workflows, trackers, and recurring processes.
Track projects, deadlines, ownership, and leadership follow-through.
Organize and triage the founder's inbox, calendar, requests, and open loops.
Identify operational gaps and help create clearer, more reliable processes.
Oversee onboarding, offboarding, recruiting, employee documentation, and routine People Operations workflows.
Organize priorities and delegate routine administrative execution to our Admin Assistant.
Coordinate with our outside HR partner when HR expertise or judgment is needed.
Make the employee and candidate experience warm, organized, and distinctly Zeeva.
Own the administrative payroll workflow, including timekeeping, PTO, approved bonuses, reimbursements, and employee changes.
Coordinate vendors, recurring administrative needs, and internal follow-through.
Direct and organize the work of our Admin Assistant.
Keep the Sherman Oaks office organized, stocked, functional, and cared for.
Coordinate supplies, facilities, vendors, access, clinician setup, and routine technology needs.
Manage routine account setup, permissions, troubleshooting, and escalation to outside experts.
Occasionally support operational needs at our West Los Angeles office.
Keep approved marketing, social media, website updates, directories, outreach, and other projects organized and moving.
Coordinate execution while leadership retains brand strategy, voice, and creative direction.
Become cross-trained in core Client Care workflows.
Provide backup support during absences or high-volume periods as needed.