Operations Manager

Total Recovery Physical Therapy – Little Falls & West Caldwell, NJ

High-Performance Clinic Championship Culture

Total Recovery PT (TRPT) is one of New Jersey's top patient-centered, outcomes-driven outpatient clinics. We are expanding and seeking an operations manager in an outpatient private physical therapy practice who is organized, decisive, accountable, and thrives in a high-standard environment.

This is not a typical front-office manager role.

This is a leadership position for someone who loves systems, people, and operations—and wants to be the integrator who keeps a fast-growing clinic running at championship level.

If you are service-driven, proactive, and obsessed with details, this is the place to build a long-term career.

WHO YOU ARE

You are the kind of person who:

• Moves with speed and urgency—nothing sits, nothing lingers.
• Has extreme attention to detail and hates mistakes.
• Enjoys organizing chaos into smooth, predictable systems.
• Communicates clearly, professionally, and respectfully at all times.
• Thrives in a role where you are the glue between departments.
• Holds others accountable with confidence and emotional intelligence.
• Has a strong ownership mindset—you treat the clinic like it's your own.
• Loves helping people and creating a warm, memorable patient experience.
• Values growth, mentorship, and working with high-performing teammates.

If this sounds like you, you will love TRPT.

ROLE OVERVIEW

The Practice Administrator is the operational engine of the clinic.

You will oversee all day-to-day front desk and administrative operations, ensure seamless communication between departments, support clinicians, and execute the CEO's vision on the ground.

You will be the right hand to the CEO and the bridge between:

• Front Desk Team
• Clinical Team (PT/OT/Acupuncture)
• Billing Department
• Clinical Director
• Patients & Physicians

Your mission is simple:

Ensure the clinic runs like a well-oiled machine, every single day.

KEY RESPONSIBILITIES

Front Desk & Administrative Operations

• Oversee PCC team scheduling, phones, patient flow, and check-in/out experience
• Ensure benefits verification, authorizations, and documentation are timely and accurate
• Maintain smooth daily operations and resolve issues quickly

Scheduling & Coordination

• Optimize daily and weekly scheduling for maximum clinic productivity
• Coordinate between PT/OT/Acupuncture to keep schedules full and efficient
• Support reactivations, follow-ups, and patient retention efforts

Systems, Processes, and Quality Control

• Maintain and enforce TRPT systems ("Work the System" format)
• Ensure SOPs are followed without exception
• Audit processes, identify problems early, and fix them before they escalate

Leadership & Communication

• Serve as the point person between all departments
• Support the Clinical Director and CEO with high-level initiatives
• Lead with professionalism, empathy, and consistent accountability
• Train, develop, and support PCC/front desk staff

Patient Experience

• Ensure patients receive a best-in-class, boutique-level experience
• Jump in to support patient communication and resolve concerns proactively

REQUIRED SKILLS & EXPERIENCE

• 2 years in healthcare administration OR operations leadership
• Strong ability to multitask, prioritize, and execute under pressure
• Experience leading a team or managing people preferred
• Strong written and verbal communication skills
• Tech-savvy and comfortable learning new systems quickly
• Obsession with organization, accuracy, and follow-through

Bonus if you have:

• Experience in PT/OT/Chiropractic/dental/orthopedic office
• Scheduling and multi-practitioner coordination
• Background in hospitality or fitness management

BENEFITS

We provide:

• Competitive pay
• PTO paid holidays
• 401(k)
• Professional development leadership training
• Career mentorship directly from the CEO

READY TO JOIN A HIGH-PERFORMANCE TEAM?

If you love order, systems, helping people, solving problems, and leading with excellence—TRPT is where you belong.

Apply now with:

• Resume
• A brief message on why you'd be a great fit
• Optional: a short example of a system you've created or improved

Job Type: Full-time

Pay: $80, $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

Salary : $90,000