Operations Manager

Anderson Sport and Wellness • Newport Beach, CA

7d • Onsite

About The Position

Anderson Sport and Wellness is a premier, privately-owned Physical Therapy and Wellness clinic in Newport Beach, CA, dedicated to delivering an exceptional, one-on-one patient experience in a warm, family-friendly environment. Our team uses specialized manual therapy, advanced exercise techniques, high-end technology, and nutritional consultation. We specialize in helping people overcome chronic pain, orthopedic injuries, and return to the sports and activities they love. Beyond physical therapy, we offer free community health workshops. We are a close-knit, values-driven team, and every person we bring on plays a critical role in delivering the kind of experience our patients talk about long after they leave our clinic.

The Operations Manager is one of the most important positions in our clinic and one of the most exciting opportunities. This role is the connective tissue between our clinical team, our front office, our patients, and our owner. The Operations Manager will be the central point of contact for the owner, client experience coordinator, physical therapists, aides, marketing assistants, and all other team members. This role goes well beyond traditional clinic operations, as Anderson Sport and Wellness is the foundation of a growing portfolio of health and wellness ventures, including the active scaling of iCare PEMF device sales, a cutting-edge longevity technology, and the planned launch of a medical device company and nonprofit organization. The right person in this role will not just keep the clinic running smoothly but will help us grow. For someone with ambition, drive, and a genuine interest in health and wellness innovation, this role could be the beginning of something far bigger than a single clinic. If you thrive in a fast-paced environment, take pride in running a tight ship, and care deeply about delivering excellent experiences to patients and staff alike, we want to hear from you.

Requirements

• Proven customer service experience — you know how to make people feel valued.
• Demonstrated relationship-building skills with both clients and team members.
• Strong administrative background in a fast-paced environment.
• At least 2 years of experience in an operations, administration, or team leadership role — any industry considered.
• Microsoft Office Suite
• Google Calendar, Google Drive, Gmail
• JazzHR (or similar ATS)
• KEAP CRM (or equivalent)
• Social media platforms
• YouTube and podcast support tools

Nice To Haves

• Experience in a healthcare, physical therapy, or wellness setting is a strong advantage.
• Six Sigma Global Institute Certification preferred but not required.
• Familiarity with KEAP CRM or similar client relationship management software.
• Experience supporting recruitment and HR processes.

Responsibilities

• Manage the daily operations of the clinic to ensure smooth, efficient, and high-quality service delivery.
• Review and cross-check all team member checklists daily to confirm tasks are completed correctly and on time.
• Alert team members when critical tasks are overdue and follow up to ensure completion.
• Identify gaps or inefficiencies in current systems and recommend practical improvements to the owner.
• Assist in the implementation of new processes and ensure team compliance.
• Ensure all client and new patient inquiries are responded to by the appropriate team member within 24 hours — jump in and handle it yourself when needed.
• Audit the schedule regularly for double bookings and confirm that every patient with an active plan of care is fully scheduled out.
• Oversee the front office to ensure patients are accurately charged for all services rendered.
• Serve as the operational backbone of our iCare PEMF device sales process.
• Coordinate the onboarding experience of the device for new clients, ensuring every step of the process is handled with care and efficiency.
• Work closely with the owner and clinical team to identify opportunities within our extensive existing patient and customer base to introduce this technology.
• Help drive consistent monthly sales growth for this revenue stream.
• Supervise front and back office staff to ensure the clinic operates at its best every day.
• Manage employee schedules and time-off requests in coordination with the owner.
• Conduct regular check-ins with service providers — physical therapists and the owner — to address operational issues and gather ideas for clinic improvement.
• Work closely with HR on employee-related matters to ensure compliance with employment laws.
• Ensure all new team member onboarding paperwork is completed accurately and on time.
• Manage and implement the recruitment process for multiple positions simultaneously.
• Screen resumes and conduct all initial interviews.
• Participate in the full interview process and collaborate with the owner on hiring decisions.
• Run payroll accurately and on time.
• Pay invoices and scrutinize expenses — identify opportunities to improve financial efficiency without compromising quality.
• Input revenue, patient encounters, and lead data into tracking documents to support the owner's business decisions.
• Maintain inventory of supplies and reorder proactively before stock runs low.
• Ensure physical therapist and trainer credentialing and insurance are current and maintained.
• Assist the owner in ensuring clinic compliance with State, County, and Federal regulatory requirements.
• Coordinate with IT staff to maintain computer systems and resolve technical issues as they arise.
• Provide operational support for monthly community health workshops, including event planning and logistics.
• Oversee social media post creation by other staff members and contribute directly when needed.
• Provide light editing support for YouTube videos and podcasts when required.

Benefits

• Comprehensive healthcare benefits: 30 hours/week to receive healthcare benefits
• Paid time off and sick leave
• Full access to our online class library with hundreds of on-demand videos and wellness classes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed