Administrative & People Operations Manager

Job Description

Job Description

Administrative & People Operations Manager

Thrive Proactive Health | Virginia Beach, VA
On-Site | Full-Time

Are you the person who naturally creates order?

You notice when something is falling through the cracks.

You like clear systems, organized information, documented processes, completed projects, and knowing exactly who owns what.

When a process isn't working, you don't just work around it. You figure out why, improve it, document it, and help the team consistently follow the better process.

If that sounds like you, you may be exactly who we're looking for.

Thrive Proactive Health is a growing, multidisciplinary healthcare and wellness organization in Virginia Beach. We are looking for an experienced Administrative & People Operations Manager to become a key operational leader within our company.

This is not simply an office manager or front desk position.

This role exists to bring structure, accountability, organization, and follow-through to the administrative side of our business so our clinical leaders and owner are not carrying day-to-day administrative management.

What You'll OwnPeople & HR Operations

• Coordinate employee onboarding and offboarding
• Maintain employee files, required documentation, certifications, and administrative records
• Coordinate annual reviews, leadership evaluations, and performance documentation
• Track PTO, attendance, employee requirements, and recurring HR deadlines
• Maintain and improve employee handbooks, policies, job descriptions, training documents, and internal procedures
• Support recruiting, interviewing, hiring, and new-hire onboarding
• Help managers consistently follow company policies and people-management processes
• Maintain organized documentation of employee conversations, corrective actions, and performance plans when needed

Administrative Operations

• Build and maintain recurring operational calendars, checklists, workflows, and accountability systems
• Manage administrative projects from assignment through completion
• Create and improve SOPs so important processes do not depend on one person's memory
• Track deadlines and follow up with responsible team members
• Identify recurring breakdowns, inefficiencies, or gaps and recommend solutions
• Maintain organized company records and administrative systems
• Help translate leadership decisions into clear processes the team can actually execute

Team Leadership

• Provide direct leadership and accountability for front-end administrative team members
• Lead administrative meetings and huddles
• Establish clear expectations and follow up on commitments
• Coach team members when execution or performance is falling below expectations
• Create consistency across scheduling, front desk, billing coordination, client communication, and administrative workflows
• Help develop team members so the owner does not remain the default problem-solver

Business Operations

• Monitor key operational reports and performance indicators
• Identify trends, bottlenecks, errors, and opportunities for improvement
• Coordinate workflows between front desk, billing, marketing, providers, and leadership
• Reduce rework and prevent recurring operational problems
• Help ensure projects move from idea → plan → execution → completion
• Continuously improve systems as Thrive grows

You May Be a Great Fit If...

You are the person others describe as:

Organized. Reliable. Thorough. Structured. Proactive. Accountable. Calm under pressure.

You don't need someone repeatedly checking whether you completed something.

You enjoy creating systems and then maintaining them.

You can manage multiple priorities without abandoning established routines every time something new comes up.

You ask good questions, gather the information you need, make a plan, and move work forward.

You are comfortable holding people accountable while still treating them with respect.

You can work directly with a business owner who moves quickly, generates ideas, and expects her operational leader to help turn those ideas into organized execution.

Most importantly, you understand the difference between helping with a task and owning an outcome.

What Success Looks Like

Within this role, success means:

• Administrative responsibilities increasingly operate without owner involvement
• HR processes happen consistently and on time
• Team members know what is expected of them
• Projects don't disappear after meetings
• Deadlines are tracked and completed
• Problems are identified before they become emergencies
• Systems become clearer and easier to follow
• Employee onboarding and performance management become more consistent
• Communication improves across departments
• Leadership spends less time chasing tasks and fixing preventable administrative breakdowns
• The organization becomes more structured as it grows

Experience We're Looking For

Strong candidates will ideally have:

• 3+ years of experience in operations, office management, practice management, HR coordination, or administrative leadership
• Experience directly supervising employees
• Experience creating or improving systems, SOPs, workflows, and administrative processes
• Strong written and verbal communication skills
• Excellent organizational and project-management skills
• Comfort working with spreadsheets, reports, scheduling platforms, HR systems, and business software
• Healthcare, medical practice, wellness, or professional-service experience is helpful but not required

A degree is welcomed, but demonstrated operational ability, leadership capacity, judgment, and follow-through matter more to us than credentials alone.

What This Role Is NOT

This is not a position for someone who:

• Needs frequent reminders to complete responsibilities
• Enjoys starting projects significantly more than maintaining them
• Waits for the owner to identify every problem
• Avoids difficult conversations or accountability
• Requires constant direction before taking action
• Keeps important processes in their head instead of documenting them
• Confuses being busy with producing results

We are looking for someone who wants genuine ownership.

Growth Opportunity

Thrive has established an operations leadership pathway from Coordinator → Manager → Director.

The right person can grow beyond managing administrative execution into broader responsibility for systems, people, operational performance, and organizational scalability.

Advancement is based on demonstrated consistency, ownership, leadership, and measurable impact, not simply tenure.

Compensation

Manager range: $28-$38/hour, based on leadership experience and demonstrated capacity.

There is opportunity for advancement into higher-level operations leadership as responsibility and business impact increase.

About Thrive Proactive Health

Thrive Proactive Health is a multidisciplinary healthcare and wellness organization committed to helping people restore, revive, optimize, and ultimately thrive.

Our team works across physical therapy, chiropractic, massage therapy, fitness, nutrition, and wellness services.

Our core values include:

• Adaptability
• Continuous Improvement
• Customer-Centric
• Growth Mindset
• Reliability

We are building a company where great care is supported by equally strong systems, leadership, and operations.

How to Apply

Please submit your resume along with a brief response to the following:

Tell us about one operational or administrative process you inherited that wasn't working well. What did you change, how did you implement the change, and what was different afterward?

We are especially interested in hearing what you personally owned, not simply what your team accomplished.

 

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