What are the responsibilities and job description for the Front Office Manager position at Flora Fauna Wellness?
Flora Fauna Wellness is a growing acupuncture and functional medicine clinic in Costa Mesa. We help people with gut issues, anxiety, burnout, pain, hormones, and blood sugar balance.
Our vibe is calm, grounded, warm, and very focused on nervous system regulation and helping people feel like real humans again, not just “patients in a system.”
We are now looking for a high-level front desk operations person who is not only friendly and organized, but also:
- Thinks in systems
- Notices when numbers are off
- Takes ownership to help the business grow
This is not a “sit at the desk and answer phones” role. This is a front-desk-meets-operations role for someone who loves taking ownership and keeping a clinic running smoothly.
You are a mix of people-person and data brain. You love connecting with patients, but you also get a weird amount of joy from a clean spreadsheet, a solved problem, and a clear metric trending up.
You might be a great fit if:
- You naturally notice trends. If the schedule looks lighter, you think “what can we do?” not “oh well.”
- You like numbers. You are comfortable looking at basic weekly stats like visit counts, cancellations, product sales, and rebook rates.
- You are proactive. You do not wait to be told what to do. You bring ideas and take initiative.
- You are systems-oriented. Messy workflows bother you and you want to make things smoother, simpler, more efficient.
- You are warm and grounded. Patients feel safe, seen, and cared for when they interact with you.
- You have a “figure it out” attitude. You Google, ChatGPT, read the manual, or ask the right teammate instead of staying stuck.
Bonus points if you:
- Secretly love checklists and organized spreadsheets
- Have experience in wellness, healthcare, hospitality, or customer experience
- Have comfort with social media or email marketing tools (we can train, but curiosity is key)
You will be the first and last point of contact for our patients and the person helping the owner keep a pulse on the health of the practice.
Patient Experience
- Greet patients, check them in, and make them feel like the only person in the room
- Manage scheduling, rescheduling, and waitlists
- Collect payments, handle superbills, and answer basic treatment or policy questions
- Help patients rebook and stay consistent with their care plans
Operations Admin
- Keep the front desk and lobby running smoothly and looking welcoming
- Manage phone, voicemail, email, and text communications in a timely, organized way
- Maintain inventory of supplements and supplies, process product orders, and flag low stock
- Document and refine front desk SOPs as we grow
Sales Numbers
- Monitor key metrics weekly: new patients, visits, cancellations, product sales, and rebook rates
- Notice when numbers are down and suggest or implement action steps (email patients due for follow-ups, fill schedule gaps, promote certain services or products)
- Support sales of packages, programs, and supplements in a warm, educational, non-pushy way
- Prepare simple weekly summaries for the owner so we can make decisions based on data
Marketing Support (We can train)
- Assist with social media tasks such as posting, responding to DMs, and updating basic info
- Creating emails via Flodesk, managing IG ads via GoHighLevel
- Creating Instagram stories and reels
- Wants a part-time position with real responsibility and impact, not just busywork
- Is interested in health and wellness and wants to learn from inside a functional medicine and acupuncture clinic
- Enjoys both chatting with people and quietly getting things done behind the scenes
- Likes the idea of being “the glue” that keeps the office running like a smooth, supportive, health-dealin’ machine
Required days:
- Monday: 9 am – 6 pm
- Saturday: 10 am – 2 pm
Additional hours:
- Mix of half days and/or full days based on clinic needs and your availability
- Most shifts are 4–8 hours during daytime clinic hours (no late nights)
- Our current office manager is working all of the shifts and we need someone to help take a few days/shifts off of her schedule.
Total: approximately 25 hours per week
- Starting pay: hourly rate based on experience ($25-30/hr)
- 2 week training begins at $22/hr
- Performance-based raises with clear benchmarks
- Employee discount on supplements
- Complimentary acupuncture, cupping, gua sha, and functional medicine services.
- Training in acupuncture, functional medicine, and holistic wellness concepts
- Supportive, grounded, growth-oriented work environment
If this sounds like you and you want to help run a growing wellness clinic in Costa Mesa:
Email your resume and a short cover letter sharing:
- Your hours of availability
- A brief example of a time you noticed numbers or trends were off in a job and what you did about it
Use the subject line: “ROCKSTAR”
Send everything to: hello@florafaunawellness.com
- We will contact qualified applicants to move forward with interviews.
Salary : $22 - $30