Office Manager / Practice Operations Coordinator

Zeeva Care•Los Angeles, CA

33d•$21 - $26•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 founder support, people operations, payroll, office management, IT coordination, marketing, and providing backup client care. The ideal candidate will be proactive in identifying operational gaps, organizing work, delegating tasks, and ensuring follow-through. This position offers opportunities for growth and increased responsibility over time within a values-driven organization focused on providing exceptional mental health services.

Requirements

Exceptional organization and strong follow-through skills.
Ability to learn technology quickly.
Warm, clear, and professional communication skills.
Good judgment and the ability to discern when to solve a problem versus escalate it.
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.
Must live close enough to reliably work onsite 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 the Admin Assistant.
Coordinate with the outside HR partner for HR expertise or judgment.
Ensure the employee and candidate experience is 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.
Help direct and organize the work of the 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 the 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 for Client Care during absences or high-volume periods.