Operations Manager

Operations Manager — With a Clear Path to Director of Operations

Anderson Sport and Wellness is a premier, privately-owned Physical Therapy and Wellness clinic in Newport Beach, CA. We are dedicated to delivering an exceptional, one-on-one patient experience in a warm, family-friendly environment.

The Operations Manager is one of the most important positions in our clinic — and one of the most exciting opportunities we have ever offered.

You are the person who keeps everything running — the connective tissue between our clinical team, our front office, our patients, and our owner. You will be the central point of contact for the owner, client experience coordinator, physical therapists, aides, marketing assistants, and all other team members. When something needs to get done, you make sure it does. When something is not working, you spot it early and fix it. When the team needs direction, you provide it — calmly, clearly, and with confidence.

But this role goes well beyond traditional clinic operations.

Anderson Sport and Wellness is the foundation of a growing portfolio of health and wellness ventures — including the active scaling of our iCare PEMF device sales, a cutting-edge longevity technology, and the planned launch of a medical device company and nonprofit organization currently in development.

The right person in this role will not just keep the clinic running smoothly — they will help us grow. And as we grow, so will the opportunities available to them. 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.

You do not wait to be told what to do. You see what needs to happen and you make it happen.

You are the kind of person who walks into a busy office, immediately reads the room, and knows exactly where to direct your energy. You hold yourself to a high standard — and you hold your team to one too, not by being demanding, but by leading by example and communicating with clarity and respect.

You are equally comfortable having a warm conversation with a nervous new patient on the phone as you are reviewing a financial report or managing a staff scheduling conflict.

You are also someone who thinks beyond the task in front of you. You see the bigger picture. You understand that a well-run operation is the foundation of a growing business — and you take pride in being the person who makes that possible.

People trust you — because you follow through.

Core characteristics we are looking for:

• Proactive — You anticipate needs before they become problems. You bring solutions, not just questions. You take initiative without being asked.
• High Emotional Intelligence — You read people well. You manage conflict with grace and communicate with empathy, even under pressure.
• Exceptional Phone & Customer Communication — You represent our clinic with warmth and professionalism every time. You know how to make people feel heard and cared for.
• Strong Problem-Solving Ability — When things do not go to plan, you adapt quickly. You find a way forward.
• People Manager — You know how to lead a team with firmness and kindness. You hold people accountable without creating unnecessary tension.
• Time & Priority Management — You manage a busy day with confidence. You know what is urgent, what is important, and what can wait — and you act accordingly.
• Systems-Oriented — You respect the systems and processes already in place, follow them consistently, and actively look for ways to improve them.
• Detail-Oriented — Nothing important slips through the cracks on your watch.
• Revenue-Minded — You understand that a well-run operation drives growth and you take pride in contributing to that growth directly.
• Resilient & Resourceful — You do not fold under pressure. You figure it out.

Day-to-day responsibilities:

Operations & Systems

• 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

Patient Experience & Scheduling

• 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

iCare PEMF Device Sales Facilitation

• 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 — this is a meaningful and exciting part of this role

Team Leadership & HR Support

• 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

Recruitment

• 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

Finance & Administration

• 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

Compliance & IT

• 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

Events & Marketing Support

• 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

Technology Proficiency Required

• Microsoft Office Suite
• Google Calendar, Google Drive, Gmail
• JazzHR (or similar ATS)
• KEAP CRM (or equivalent)
• Social media platforms
• YouTube and podcast support tools

Metrics & Standards

• Track and consistently hit company performance standards and metrics
• Report on key operational data to support the owner's decision-making

Opportunity for Growth

This role has a clear