Administrative Operations Manager

Job Description

Job Description

Administrative Operations Manager 

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

Run the Administrative Operations of a Growing Practice

WAV Physical Therapy & Movement 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.

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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.

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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.​

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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.

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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

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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?"

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Schedule & Pay

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

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How to Apply

Please email your resume along with a brief introduction telling us why this position interests you.

Instead of a traditional cover letter, please answer these three questions:

1. Tell us about a time you noticed a problem at work that no one asked you to solve. What did you do?
2. Describe a project or improvement you initiated that helped your workplace become more organized, efficient, or successful.
3. What attracted you to WAV Physical Therapy & Movement, and why do you think you'd be a great fit for our team?

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We're excited to meet someone who shares our commitment to professionalism, thoughtful service, and helping people thrive.

WAV Physical Therapy & Movement is a locally owned multidisciplinary practice in San Clemente offering Physical Therapy, GYROTONIC®, Pilates, massage therapy, and wellness services. We help people move better, recover from injury, build strength, improve their quality of life, and support long-term health through personalized care and an integrated approach to rehabilitation, movement, and wellness. Our collaborative team values professionalism, initiative, kindness, continuous learning, and creating an exceptional experience for every client and patient we serve.

Company Description

WAV Physical Therapy & Movement is a locally owned multidisciplinary practice in San Clemente offering Physical Therapy, GYROTONIC®, Pilates, massage therapy, and wellness services. We help people move better, recover from injury, build strength, improve their quality of life, and support long-term health through personalized care and an integrated approach to rehabilitation, movement, and wellness. Our collaborative team values professionalism, initiative, kindness, continuous learning, and creating an exceptional experience for every client and patient we serve.