Office Manager

WHO WE ARE

Divine Integrative Wellness is a unique integrative health practice combining Chinese Medicine with aesthetic services and cellular therapy treatments. We serve a growing roster of clients who are done settling for surface-level care and we take their healing seriously. We're looking for an Office Manager who is equally serious about creating the operational backbone that lets this practice run flawlessly, without the doctor having to think twice about it. This is a leadership role. You will be the heartbeat of our in-person clinic: the person who makes sure every system works, every detail is covered, and every team member is supported. If you thrive on creating order, take pride in running a tight ship, and love being the person everyone turns to, we want to meet you.

THE ROLE

You will serve as the primary point of contact and operational lead for the in-person clinic.

Your goal is simple:

make the owner completely irrelevant to day-to-day operations. That means owning everything, from front-desk flow to backend administration so that nothing falls through the cracks, ever.

WHAT YOU'LL OWN

Operations & Administration Develop, document, and maintain SOPs for all clinic operations Create and manage the employee handbook and internal policy documents Oversee daily clinic flow to ensure seamless patient and staff experience Serve as the primary point of contact for all clinic matters: staff, vendors, and clients Proactively identify gaps before they become problems Answer calls/requests on Tuesdays when office is closed Billing, Insurance & VA Benefits Manage insurance billing, claims submission, and follow-up (we have a biller / but we need to make sure things are getting checked on and followed through) Process and coordinate VA benefits for eligible patients, submit follow up referral requests, be primary POC for VA Community Care Maintain compliance with insurance credentialing and documentation requirements Reconcile billing discrepancies and resolve outstanding claims Payroll & Finance Process payroll accurately and on schedule Create and manage clinic budgets; track expenses against projections Maintain financial records and provide regular reporting Manage vendor relationships and supply ordering within budget Inventory & Supplies Track and manage all clinic inventory (products, supplies, retail) Establish reorder protocols and maintain par levels Audit and reconcile inventory regularly HR & Team Support Track employee paperwork, onboarding documents, and compliance Support hiring logistics and maintain personnel files Keep the team informed, organized, and moving in the right direction

WHAT YOU BRING

Experience in a spa, wellness, or integrative health clinic setting Demonstrated experience with medical or wellness billing and insurance processing Working knowledge of VA benefits administration Payroll processing experience (any platform) Strong organizational systems: you never let things slip through the cracks Experience creating SOPs, handbooks, or internal documentation Budget creation and basic financial tracking experience Inventory management experience A self-starter mindset: you don't wait to be told; you see what needs to happen and you handle it Excellent communication skills and a professional, warm presence Tech-savvy and a quick learner: new platforms don't intimidate you

BONUS POINTS

(NOT

REQUIRED, BUT WE'LL LOVE YOU FOR IT

) Experience working in a Chinese medicine, acupuncture, or East Asian medicine clinic Familiarity with EHR/practice management software, Acuity Scheduling, Squarespace Background in holistic health, integrative medicine, or functional wellness

SCHEDULE & COMPENSATION

Schedule Monday, Tuesday, Wednesday, Thursday, Friday | 11:00 AM - 5:00 PM - some days remote Location In-Person with some Remote | Divine Integrative Wellness & Aesthetics Employment Type Part-Time Compensation Based on Experience. $20-$25/Hr

THIS ROLE IS RIGHT FOR YOU

IF... You've been told you're the most organized person in the room... and you take that as a compliment You think in systems: if a process doesn't have a SOP, you've already started writing it You're energized by making other people's jobs easier You take ownership seriously, if it's your responsibility, it gets done right You're drawn to holistic health and want your work to mean something

Pay:

$20.00 - $25.00 per hour

Work Location:

Hybrid remote in Bushnell, FL 33513