Office Manager / Practice Operations Coordinator

Job Description

Job Description

Description:Office Manager / Practice Operations Coordinator

Full-Time | Hybrid — Sherman Oaks, CA
Occasional West Los Angeles
$21–$26/hour + benefits

WHO WE ARE

Built by therapists. Led by therapists. Always.

Zeeva Behavioral Health is a woman-owned, therapist-owned psychotherapy practice serving clients in Sherman Oaks, West Los Angeles, and online throughout California.

We believe therapy should be deeply human and clinically extraordinary.

And we believe the practice behind that therapy should be built the same way.

We care deeply about our therapists. Our clients. Our people. Our spaces. Our communication. Our systems. The way someone is welcomed. The way a problem is handled. Whether we follow through on what we said we would do.

Because the details matter.

Our values are Heart-Centered, Dedicated to Excellence, Inspired Learning, Brave Reflection, and The Power of We.

And one principle runs through all of them:

Clarity is kind.

Zeeva began six years ago during the COVID-19 pandemic. We have built something significant, and we are continuing to build the people, systems, and infrastructure that will support our future.

THE ROLE

We are now hiring for an Office Manager / Practice Operations Coordinator who loves making things work.

This is a hands-on operations role for someone who is highly organized, notices what needs attention, follows through, and enjoys creating stronger systems.

You may move between the executive director's inbox, an onboarding process, payroll, office operations, technology, recruiting, and a marketing deadline in the same day.

You do not need to personally complete every task. You need to know how to organize the work, delegate appropriately, follow up, and make sure it gets done.

You will report to our Fractional Operations Director and work closely with our Founder/Executive Director, clinical leadership, Client Care, Admin Assistant, outside HR partner, and other partners.

WHAT YOU'LL OWNPractice Operations + Founder Support

• Maintain and improve processes, systems, workflows, trackers, and recurring processes
• Track projects, deadlines, ownership, and leadership follow-through
• Help organize and triage the founder's inbox, calendar, requests, and open loops
• Identify operational gaps and help create clearer, more reliable processes

People Operations + Recruiting

• Oversee onboarding, offboarding, recruiting, employee documentation, and routine People Operations workflows
• Organize priorities and delegate routine administrative execution to our Admin Assistant
• Coordinate with our outside HR partner when HR expertise or judgment is needed
• Help make the employee and candidate experience warm, organized, and distinctly Zeeva

Payroll + Administrative Operations

• Own the administrative payroll workflow, including timekeeping, PTO, approved bonuses, reimbursements, and employee changes
• Coordinate vendors, recurring administrative needs, and internal follow-through
• Help direct and organize the work of our Admin Assistant

Office + IT

• Keep our Sherman Oaks office organized, stocked, functional, and cared for
• Coordinate supplies, facilities, vendors, access, clinician setup, and routine technology needs
• Manage routine account setup, permissions, troubleshooting, and escalation to outside experts when needed
• Occasionally support operational needs at our West Los Angeles office

Marketing Coordination

• Keep approved marketing, social media, website updates, directories, outreach, and other projects organized and moving
• Coordinate execution while leadership retains brand strategy, voice, and creative direction

Client Care Backup

• Become cross-trained in core Client Care workflows
• Provide backup support during absences or high-volume periods as needed

Client Care is its own function and will not be the primary responsibility of this role.

WHO WE'RE LOOKING FOR

You might currently be an Office Manager, Operations Coordinator, Executive Assistant, People Operations Coordinator, Recruiting Coordinator, Administrative Coordinator, Operations Associate, or simply the person everyone relies on because you make things work.

Your current title matters much less to us than how you operate.

You may be great at this if you:

• Are exceptionally organized and strong with follow-through
• Learn technology quickly
• Communicate warmly, clearly, and professionally
• Have good judgment and know when to solve something versus escalate
• Notice details without losing sight of the bigger picture
• Enjoy both people and systems
• Can create structure where structure does not yet exist
• Take feedback well and are willing to speak up when something is not working
• Care about how people experience an organization
• Want to understand how a business works
• Want the opportunity to take on greater responsibility over time

Healthcare or mental health experience is helpful, but not required .

We care much more about how you work than whether you have held this exact title before.

WHAT OWNERSHIP LOOKS LIKE HERE

If someone says:

“Our new therapist starts Monday. I'm not sure everything is ready.”

You check the process.

Is onboarding complete? Has the administrative work been handled? Do they have access? Is their workspace ready? Who owns anything still missing?

You help get it across the finish line.

And if the same problem keeps happening, you help fix the process so we are not solving it from scratch every time.

That is Practice Operations.

ROOM TO GROW

For someone who is interested and demonstrates strong judgment, ownership, and leadership, there will be opportunities to take on increasing responsibility and potentially move into leadership over time.

There is no single prescribed path.

You may discover that you love operations, people, systems, project leadership, or another part of the organization as Zeeva evolves.

We are looking for someone who wants to learn, contribute, and build , and we want to create room for that person to keep developing if they choose.

SCHEDULE + LOCATION

This is a full-time, hybrid position with the majority of work performed in person at our Sherman Oaks office.

You must live close enough to reliably work onsite and respond to occasional in-person office needs.

You will also occasionally work from our West Los Angeles office for clinician setup, facilities, supplies, or other operational needs.

This is not a fully remote position.

COMPENSATION

$21–$26/hour , depending on experience, demonstrated capability, judgment, and level of independent ownership, plus benefits.

WHY ZEEVA

At Zeeva, we change and save human lives. One session, one person, one family, one community at a time.

And we care.

About the therapist who works here.

About the person coming to us for help.

About how our offices feel.

About how we communicate.

About whether our systems support people or frustrate them.

About whether we follow through.

We believe the warmest, most human organizations can also hold extraordinarily high standards.

In fact, we believe the two belong together.

Therapy that is deeply human. Clinically extraordinary.

We are looking for someone who wants to help shape the practice behind it.

Requirements: