Office Manager

Position Type: Full-time, in-office (weekdays, 9:00am-5:00pm) Location: Stella Luna Counseling and Wellness Center, Middleburg Heights, OH (greater Cleveland area) Stella Luna Counseling & Wellness is a thoughtfully designed, holistic mental health practice dedicated to providing exceptional care in a calm, elevated environment. Every detail of our space and client experience is intentional—from the way clients are welcomed to how our operations run behind the scenes. We are seeking an Office Manager who not only supports this experience, but takes ownership of it. The Role This is more than a front desk position. The Office Coordinator is responsible for protecting the flow, feel, and function of the space . You will serve as both the first impression and the operational anchor of the practice—ensuring that every client interaction is seamless, every system is running efficiently, and every detail reflects the standard of care we hold. This role is ideal for someone who is naturally organized, takes initiative, and finds satisfaction in creating order, ease, and excellence in a fast-paced, people-centered environment. What You’ll Own Client Experience & Front-of-House Excellence Set the tone of the space with a grounded, warm, consistent, and professional presence Ensure every client interaction feels smooth, respectful, and cared for Manage phones, emails, and scheduling with clarity, efficiency, and responsiveness Intake & Care Coordination Lead the intake process from first inquiry through scheduling Thoughtfully match clients with clinicians based on needs and fit Act as a communication bridge between clients, clinicians, and billing Operational Flow & Systems Maintain oversight of clinician schedules, room usage, and daily flow Identify inefficiencies and take initiative to improve processes Confidently utilize systems such as SimplePractice, Momence, RingCentral, and Google Workspace Ensure the physical space consistently reflects a high standard of cleanliness, calm, and organization Reset and prepare wellness rooms with attention to detail Manage shared spaces, supplies, and laundry to support seamless operations Team & Practice Support Communicate proactively with leadership around issues, patterns, or opportunities for improvement Support workshops, events, and scheduling needs Step in where needed to maintain consistency and stability across the practice Who You Are Highly organized with strong follow-through—you don’t drop details Proactive and solutions-oriented—you fix problems before they elevate Warm and emotionally attuned, while maintaining clear professional boundaries Comfortable taking ownership and accountability for your role Able to balance structure with flexibility in a dynamic environment Personally aligned with holistic wellness and intentional living Qualifications 1–3+ years in administrative, coordination, or client-facing roles (healthcare or wellness preferred) Strong communication and interpersonal skills Comfortable learning and navigating multiple systems and technologies Ability to maintain confidentiality and professionalism at all times Beautiful, fully furnished, non-clinical office space Opportunities for professional growth, including offering CEU trainings, workshops, and retreats Holistic wellness amenities: float room, halotherapy, infrared sauna, reiki, Ayurvedic medicine, and more 30% discount on wellness services and events Four free immersive wellness services per month (float tank, sauna, halotherapy) Commitment to Diversity We are dedicated to the pursuit of cultural competency and building a team that reflects the populations we serve. In your email, include a brief note on why this role—and Stella Luna—aligns with your experience, values, and the way you approach your work. Commute Requirement Middleburg Heights, OH 44130 Pay $25/hour Equal Opportunity Employer Stella Luna Counseling and Wellness is an equal opportunity employer and encourages individuals from diverse backgrounds to apply. #J-18808-Ljbffr Stella Luna Therapy, LLC