Administrative Operations Manager

Scchamber; San Clemente (CA); On-site; USD 27,552 - 46,838; Part time

Job summary

WAV Physical Therapy & Movement Studio in San Clemente, CA is seeking an experienced Administrative Operations lead for a part-time role (25–30 hours/week) to manage scheduling, front-desk, billing, and office systems with a focus on patient and client experience.

You will oversee calendars across PT, GYROTONIC®, Pilates, massage, and wellness services, implement efficient processes, hire and train future administrative staff, and partner with leadership to keep the practice running smoothly and

Qualifications

• Experience managing administrative or clinic operations at a supervisory or ownership level.
• Strong business judgment and project management skills to build and run systems.
• A relationship-driven approach and ability to act as the face of the practice.
• Comfort learning scheduling and practice management software (Mindbody experience a plus).
• Ownership mindset and proactive problem-solving to improve operations.

Responsibilities

• Oversee scheduling operations across all services and maximize availability.
• Manage day-to-day administrative operations: patient records, billing, insurance basics, and office systems.
• Own front-desk operations and set the standard for patient and client welcome experiences.
• Identify inefficiencies and build or improve systems and workflows.
• Coordinate communication between patients, clients, therapists, instructors, and staff.
• Support hiring, onboarding, and training of future administrative team members.
• Manage administrative projects from start to finish, including marketing and communications.
• Help leadership spot and address potential issues before they escalate.

Skills

Administrative operations

Scheduling management

Project management

Patient experience

Leadership

Mindbody software

Tools

Mindbody

Job description

Administrative Operations | Scheduling Management | Patient & Client Experience
Part-Time (25–30 Hours/Week) | WAV Physical Therapy & Movement Studio | San Clemente, CA

Run the Administrative Operations of a Growing Practice
WAV Physical Therapy & Movement Studio is looking for an experienced, business-minded operator to manage the administrative and day-to-day operations of our practice — someone who can run the desk, the systems, and the business side with equal confidence.

This is a part-time role built for someone with real administrative and operational expertise: 25–30 hours a week, with the scope and ownership of a true operations position.

We\'re looking for someone who keeps the calendar full and running smoothly, manages the operational details that keep the practice healthy, and makes every patient and client feel like this is the best appointment of their day.

About WAV
WAV is a locally owned practice in San Clemente, CA offering Physical Therapy, GYROTONIC®, Pilates, massage therapy, sauna, and wellness services. We\'re a unique hybrid: a practice that accepts Medicare and Blue Shield alongside out-of-network PT services, delivered with the warmth, polish, and personal attention of a boutique wellness studio.

What You\'ll Do

• Oversee scheduling operations across Physical Therapy, GYROTONIC®, Pilates, massage therapy, sauna, and wellness services, managing provider calendars to maximize availability and minimize gaps
• Manage day-to-day administrative operations: patient/client records, billing and payment processes, insurance basics, and office systems
• Own front-desk operations and set the standard for how patients and clients are welcomed and cared for
• Identify inefficiencies and build or improve systems and workflows
• Coordinate communication and logistics between patients, clients, therapists, instructors, and staff
• Support hiring, onboarding, and training of future administrative team members as the practice grows
• Manage administrative projects start to finish — marketing initiatives, patient/client communications, and operational improvements
• Help leadership spot problems before they become bigger issues

What We're Looking For

• Experience managing administrative or clinic operations at a supervisory or ownership level
• Strong business judgment and project management skills, with the ability to build and run systems
• A relationship-driven approach — comfortable being the face of the practice for both patients and clients
• Comfort learning scheduling and practice management software (Mindbody experience a plus)
• Someone who takes ownership and naturally asks "how can we make this better?"

Schedule & Pay

• Part-time, approximately 25–30 hours/week, primarily weekdays
• Competitive hourly pay based on experience, business acumen, and leadership potential