Administrative Director - Woman Owned Business

Company: Body Motion Physical TherapyLocation: Edmonds, WA (In-person at Headquarters)Schedule: Monday–Friday, 9 AM – 5 PM PST (occasional weekend events)Compensation: $28–$32/hour + Performance Bonuses (earning potential $60K+)Benefits: Medical Insurance, 10 days paid PTO, professional development opportunities

About Body Motion PT

Body Motion Physical Therapy is a leading women’s wellness clinic helping women at every stage—from pregnancy and postpartum to menopause and beyond—reclaim their health, confidence, and vitality. We’re not your typical healthcare office. We combine professional expertise with warmth, authenticity, and a deep commitment to transformation.

Our team is small but mighty—rooted in growth, accountability, and excellence. We’re looking for someone who brings both grit and heart to everything they do.

About the Role

We’re seeking a highly motivated Operations & Client Experience Manager to run day-to-day operations, own key revenue drivers, and deliver an exceptional experience for every client who walks through our doors.

This role blends operations management, revenue operations, and high-touch client care—ideal for someone from hospitality, healthcare admin, or sales leadership who thrives in a dynamic, people-centered environment.

You’ll create efficiency behind the scenes and connection on the front lines—ensuring both our clients and our team feel supported, understood, and inspired every day.

Key Responsibilities

Revenue Operations & KPI Ownership

• Own weekly and monthly revenue targets in partnership with leadership; report performance and action plans.

• Manage the full lead-to-schedule pipeline (speed to lead, follow-ups, conversion to eval, plan-of-care adherence).

• Track and improve core clinic KPIs, including:

  • Inquiry → Eval conversion rate

  • Show rate / cancellation & reschedule rate

  • Plan-of-care completion rate & average visits per plan

  • Schedule utilization / provider capacity fill

• Build and maintain KPI dashboards in Google Sheets/CRM.

• Identify bottlenecks, run experiments (scripts, offers, workflows), and ship process improvements with measurable outcomes.

• Partner with marketing to ensure lead quality and smooth campaign handoffs; monitor impact on revenue KPIs.

Client Experience & Sales

• Serve as the first point of contact for inquiries—warmly guiding women to the right next step in care.

• Build authentic relationships that foster trust, education, and empowerment; handle sensitive pelvic health topics with empathy.

• Conduct timely follow-ups (text, email, phone, DMs); maintain high conversion rates from inquiry to booked consultation.

• Deliver consistent, on-brand communication that reflects Body Motion’s mission and tone.

Operations & Systems Management

• Oversee front desk flow, scheduling, and provider calendars to maximize schedule utilization.

• Keep EMR/CRM data accurate and current; ensure documentation quality for reporting and compliance.

• Organize and maintain operational tools (Google Drive, reports, trackers); own SOPs and keep workflows documented.

• Manage vendor relationships, inventory basics, facilities needs, and event logistics as needed.

Leadership & Team Accountability

• Run daily huddles and weekly pipeline meetings; facilitate clear priorities and next actions.

• Deliver 1:1 coaching on scripts, objection handling, and service recovery; conduct periodic call reviews for quality.

• Hold team members accountable to individual KPIs with transparent dashboards and supportive coaching.

• Partner closely with leadership on goal setting, quarterly planning, and change management.

Who You Are

• A natural relationship-builder who loves people—and also loves numbers, dashboards, and outcomes.

• Resilient, detail-oriented, and proactive—you spot issues early and close the loop.

• Experienced in fast-paced, client-facing environments (hospitality, healthcare, airlines, luxury service, wellness).

• Clear, confident communicator who can set expectations, give/receive feedback, and maintain a calm, professional presence.

• Passionate about women’s health, empowerment, and personal growth.

Requirements (Must-Haves)

• 3+ years in operations, revenue operations, front-office leadership, or sales management.

• Proven experience owning KPIs and improving results through process, coaching, and follow-through.

• Strong proficiency with Google Workspace (Docs, Sheets, Drive); comfort with CRM and EMR systems.

• Intermediate Google Sheets.

• Demonstrated ability to manage multiple priorities, meet deadlines, and run effective meetings.

• A track record of meeting or exceeding sales/operational goals.

Nice to Have

• Healthcare or private-practice experience (PT/OT/Chiro/Medical Spa or similar).

• Experience with call scripting, QA reviews, and building KPI dashboards or scorecards.

• Basic knowledge of A/R follow-up, cash-at-service best practices, and schedule optimization.

90-Day Success Snapshot

• KPI dashboard covering pipeline, utilization, cancellations, collections.

• Establish daily huddles and weekly pipeline reviews with clear scorecards for team accountability.

Why You’ll Love Working Here

• A positive, supportive team culture—we work hard, laugh often, and lift each other up.

• You’ll witness real transformation in women’s lives through the care we provide.

• Ongoing mentorship, training, and growth opportunities.

• We value independence—no micromanaging here.

• You’ll have a real voice in how our clinic grows and improves.

How to Apply

If you have at least one year of sales experience and hands-on operations leadership with KPI ownership, we’d love to meet you.

Please send your resume and a brief cover letter explaining why you’re a great fit to:📧 support@bodymotionpt.com

Optional: Include 3–5 KPIs you’ve owned, your best result on each, and a quick note on how you achieved it.

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