What are the responsibilities and job description for the Operations & Business Development Administrator for Mental Health Practice (Remote) position at NYC Counseling?
Founded in 2014, NYC Counseling is a premium psychotherapy and coaching practice serving professionals, executives, creatives, parents, emerging adults, and high-net-worth individuals and families across New York and Florida. We have physical offices in Manhattan and Miami alongside fully virtual operations. In addition to building out our current therapy offerings, a major strategic focus of our practice includes building out and scaling high-ticket offerings, including coaching, condensed clinical intensives, and workshops.
We are seeking a business-minded Operations & Business Development Administrator to take independent ownership of two distinct core functions: Internal Operations (maintaining practice efficiency, financial systems tracking, and staff supervision) and Business Development (creating and managing the client pipeline and scaling revenue options).
While our ideal candidate possesses the skills to wear both hats seamlessly, we welcome applications from exceptional professionals who excel at specializing in just one of these two core areas. This role is designed for a strategic builder who runs operations with an owner's mindset. We work best with builders who possess high internal vision, drive, and insight.
This position offers a baseline salary combined with a transparent performance-bonus structure tied directly to intake conversion, operational efficiency, and profit growth you protect and generate. If you are more motivated by equity-style milestone bonuses and profit metrics than a passive baseline salary, there is SIGNIFICANT room to scale your title, responsibilities, and overall compensation.
Examples of core operational areas include, but are not limited to:
- Protect Leadership Bandwidth: This role exists specifically so that leadership can focus on building our client base and managing the clinical aspects of our practice. This role expects you to handle 80-85% of administrative tasks independently without input from Leadership (after training, of course).
- Do the Operations Work: Manage, improve, and streamline daily operational and organizational health of the practice. Delegate to and oversee the work product of our offshore administrative assistant. Operational activities include (but are not limited to) billing, payroll, documentation management, and tech infrastructure. Much of this daily work is (or can be) completed by our offshore administrative assistant, but we would look to you to improve and streamline operational processes for maximum efficiency.
- Operational Redundancy: You will be expected to maintain operational redundancy by mastering all administrative workflows (including phone reception, intake logging, billing loops, and scheduling) so you can seamlessly step in or absorb operations during staff transitions.
- Financial Systems Governance & Quality Control: Oversee the cross-platform integration, structural health, and high-level reconciliation of our EHR (SimplePractice) and billing platforms (Thrizer). While day-to-day transaction processing and entry are handled by our administrative support staff, the Administrator is responsible for auditing automated tracking summaries before financial logs are delivered for final executive signature.
- Compliance, Licensing, & Vendor Governance: Oversee practice compliance, HR guidelines, state-required HR trainings, and accessible website standards while maintaining strict HIPAA safeguards across all digital platforms. Track and execute all practice insurances, subscription dues, multi-state clinician licensing renewals, and the like.
- Customer Service, Care & Morale: Partner with leadership to support exceptional care to clients while sustaining high team morale across both administrative and clinical staff.
- SOP Maintenance & Multimedia Documentation: Take immediate ownership of reviewing, completing, and optimizing current SOPs. Where needed, integrate asynchronous video tools internally to document workflows, training policies, compliance structures, and technical platform updates cleanly.
Examples of core growth initiatives include, but are not limited to:
- Client Relations & Retention: Take full ownership of the client relations pipeline from initial inquiry to the booking of services, and throughout their entire lifecycle with the practice, which may span years. Serve as the primary point of contact and lead closer for incoming inquiries, maintaining an 80% conversion rate by leading warm, values-aligned, and professional consultations while navigating premium fee structures and overcoming rate objections. Maintain an active relationship infrastructure so that clients remain securely anchored to the practice's ecosystem even during clinical team transitions.
- Insurance Optimization: Actively explore, evaluate, and scale strategic billing and insurance options—including out-of-network "Accepting Assignment" workflows as well as selective in-network options where highly profitable—to safely expand client volume and revenue based on historical practice success and future growth potential.
- Marketing Strategy & Growth Partnerships: Partner directly with the Founder to build out the practice’s growth roadmap. While the practice already has many plans and ideas, we want a collaborator who brings their own fresh strategies, creative outreach concepts, and personal marketing initiatives to actively drive direct traffic to the practice. You will analyze these various opportunities, provide strategic input, and help determine which initiatives to pursue based on projected ROI. Together, you will collaborate on growth projects, providing high-level oversight of all digital marketing campaigns, social media presence, Search Engine Optimization (SEO), directory listings, and outreach campaigns, working alongside our dedicated web person who handles technical site execution. Note that we utilize a dedicated team of graduate interns to actively execute a significant portion of our marketing outputs and campaigns under your strategic direction.
- Offering Expansion & Business Development: Partner with clinical leadership on the growth aspects of the practice. Create data-driven business plans and financial projections to optimize current business and actively develop new high-ticket clinical intensives, specialized coaching, corporate workshops, or other practice initiatives.
- Experience: 4–6 years of experience combining technical operations management, database/systems design, and consultative corporate sales or intake coordination. Backgrounds in healthcare, medical startups, legal, revenue management, or premium professional service environments are highly preferred.
- Technical Mastery: Agile at finding, designing, and creating optimal systems, software (including project management tooling like Asana), AI workflow tools, and cross-platform integrations.
- Proven Execution over Promises: We look for operators who demonstrate clear professional accountability. You must be able to verify past success in optimizing operations and delivering visible revenue results, showing a history of building permanent system guardrails rather than overpromising and underdelivering.
- Leadership Profile: A disciplined, reliable manager with high emotional intelligence who reports directly to the Founder. You excel at leading teams and resolving recurring errors by implementing permanent process architecture rather than managing tasks upward.
- Growth Mindset & Vision: Highly organized, self-directed, visionary yet grounded, and motivated by performance-based upside. You naturally look at a business strategically identifying workflow gaps, navigating ambiguity comfortably, and executing goals independently.
This role is built specifically for an intrapreneur—someone who takes ownership of the business's success, proactively looks for ways to optimize baseline profit metrics, and thrives with autonomy. If you are looking for a passive administrative checklist or need continuous managerial direction to execute your daily goals, this environment will not be a fit. If you are an aggressive operational builder who loves treating a growing business like your own engine, you will excel here.
- Classification: Full-Time Contract or Employment Equivalent (Open to international applicants residing abroad).
- Location: Remote (Operational Core: EST).
- Compensation Structure: Stable baseline salary paired with an aggressive, uncapped performance-bonus structure tied directly to conversion metrics, program bookings, and revenue milestone achievements.
- Reporting To: Practice Owner & Founder.
- If you are an intrapreneurial, growth-minded operational professional looking to take full ownership of a boutique business ecosystem, please fill out this https://docs.google.com/forms/d/1GXGGLG97h0kCrF7zSxuIPIEjWz2wOadytYcMlzFQ4XM/edit.