Office Manager​/Practice Operations Coordinator

Description

Office Manager / Practice Operations Coordinator

Full-Time | Hybrid — Sherman Oaks, CA

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.

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.

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.

• 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

• 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

• 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

• 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

• 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

• 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.

You…