Practice Manager

Overview

We re looking for a Practice Manager to own and oversee all non-clinical operations. As the practice grows, the owner is intentionally stepping out of day-to-day operations to focus on clinical leadership and vision. This role is central to making that possible. This is not an assistant role and not a support-only position. This role combines operational leadership with direct client interaction.

You will be responsible for ensuring that the practice runs smoothly day to day, that systems are followed, and that clients have an excellent experience from their first point of contact onward.

You will receive structured onboarding and training during the first 90 days, and be provided with written systems, clear expectations, and direct access to the owner for clarification. The goal of training is to prepare you for independent decision-making and ownership of responsibilities. After the initial training period, you are expected to manage your portfolio of responsibilities practically and reliably. The owner will remain available for legal, complex, or strategic decisions—but you will not be micromanaged, and you will not receive daily task lists.

What Success Looks Like

• Intake inquiries are handled promptly, warmly, and professionally
• Administrative systems function reliably without constant oversight
• Staff know who to go to for operational questions (you)
• The owner is no longer pulled into routine operational decisions

This role is a strong fit if you:

• Want real ownership and responsibility in a small organization
• Are comfortable making decisions and being accountable for outcomes
• Enjoy building order, consistency, and reliable systems
• Are warm, steady, and confident when speaking with people
• Take pride in doing your work well, even when no one is watching
• Prefer a job with trust and autonomy over one with constant oversight
• Are based in Houston and are able to be in the office regularly

• Serve as the first point of contact for prospective clients
• Execute the intake process from initial inquiry through scheduling
• Address common questions or hesitations with warmth and clarity
• Track intake metrics and take responsibility for intake outcomes and follow through

• Oversee daily administrative operations of the practice
• Ensure systems and SOPs are followed consistently
• Identify breakdowns and resolve operational issues independently
• Represent the practice in all non-clinical matters with staff, vendors, and external partners

• Oversee office operations, supplies, and facilities
• Coordinate maintenance, repairs, and vendor services
• Manage office utilization schedules
• Ensure the physical space supports a calm, professional client experience

• Maintain organized personnel files, records, and documentation
• Track metrics and prepare reports
• Support HIPAA compliance using established systems and checklists
• Maintain internal lists and documentation (manuals, waitlists, reduced fee tracking, etc.)

• Run payroll using existing software and reports
• Review categorized transactions
• Run and file financial reports (P&L, etc.)

• Demonstrated ability to exercise sound judgment in situations without a single “right” answer
• Strong record of dependability and follow-through; this role requires someone others can rely on
• High level of conscientiousness and attention to detail
• Comfortable leading and self-directing work across a portfolio of responsibilities
• Strong written and verbal communication skills, including comfort with professional and sensitive conversations
• Ability to balance warmth, clarity, and boundaries in client and staff interactions

• Familiarity with EOS / Traction or other structured operating systems is a plus (training can be provided)
• Experience in operations, office management, healthcare administration, or similar roles is helpful but not required

$60,000 - $75,000 yearly