Practice Administrator / Office Manager

Advanced Holistic Healthcare is a Christ-centered, Spirit-filled healthcare ministry in Garden City, NY. We pray with and for our practice members — faith isn't a footnote here, it's the culture.

Where we're going: 500 patient visits a week today. 1,500 a week is the target — and we have the doctors and the space to do it. Then multiple facilities. This role is for the operator who grasps that vision and helps bring it to pass, with a path to Director of Operations as we expand. Compensation grows with performance and results.

THE ROLE

Full-time, on-site Practice Administrator / Office Manager — the operational backbone of the practice and a key part of our growth. You'll run payroll, stats, revenue integrity, and administration, and you'll own the systems that grow the practice: renewals, retention, and patient financing.

WHAT YOU'LL OWN

Operations: Payroll in ADP (base pay, bonus structures, PTO tracking, onboarding and offboarding); stats & reporting (daily, weekly, monthly tracking; P&L; monthly and yearly reports); revenue integrity (weekly deposits, paying expenses, NMI posting and reconciliation, verifying deposits land in the bank account); inventory (office supplies; nutrition ordering plus income/expense/inventory monitoring); administration (legal and accounting paperwork; liaison to the outside accountant and legal counsel); lead the team day-to-day (brief huddles, staff training, holding the standard on patient experience).

Growth: run our patient follow-up and renewal system (care-plan end dates, over-visit patients, renewal follow-ups, finance cleanups, retention and renewal percentages); present and close yearly care plans (70-visit plans) — lead financial consultations, handle money objections with grace, craft creative payment solutions, hold patients accountable to their appointment schedules; own the complimentary exam gift card program (card inventory and sequential tracking, distribution through practice members, follow-up with recipients); coordinate patient financing options (CareCredit and other partners) to remove cost barriers to care; set up health talks and workshops (scheduling, promoting to the patient base, logistics) and drive growth from within through reactivation campaigns and referral generation from existing practice members.

Patient financial services (during scheduled working hours): in-person resource for financing questions, payment concerns, and refunds; follow up with practice members who receive checks mailed by the practice.

WHAT YOU BRING

3+ years running operations in a chiropractic, holistic wellness, dental, or similar setting — multi-location experience a plus. An ownership mentality: you act like it's yours; you've helped grow something before and can say what broke and what you built. A genuine passion for holistic health, prevention, and natural approaches, with respect for our practice's Christ-centered mission (please review our website to understand our approach to care). Systems thinker who owns the numbers: hands-on ADP payroll experience, comfortable with reporting, builds systems others can run. Tough-conversation temperament: steady when money gets uncomfortable — direct with grace, no avoidance, no pressure. Reliable transportation and consistent on-site attendance for the posted schedule required; professional, patient-first demeanor. Discretion with confidential patient and financial information. Bonus: chiropractic insurance billing familiarity; experience opening or scaling a second location.

HOW WE MEASURE SUCCESS (KPIs): monthly revenue flow; weekly patient volume and new patient volume (500/week today → 1,500/week target); kept appointment %; renewals %; retention %. Reported weekly/monthly and tied to your performance bonus.

SCHEDULE: Full-time, approximately 40 hours/week, on-site — Monday & Wednesday split shift approx. 9:30 AM–7:30 PM with a midday break; Tuesday approx. 11:00 AM–8:00 PM; Thursday approx. 10:00 AM–7:30 PM; Friday approx. 9:30 AM–2:00 PM. Exact schedule confirmed at offer.

BENEFITS: 10 days PTO annually (inclusive of New York paid sick leave requirements); paid holidays (New Year's Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, Christmas); free holistic care and adjustments for you and two family members; massive opportunity to grow with the practice.

COMPENSATION: $55,000/year base, non-exempt (overtime paid per New York law), plus the bonus opportunity above.

TO APPLY: Email your resume and a cover letter to drray@Advancedholistichealthcare.com. In your cover letter, in a few sentences tell us why our Christ-centered approach to holistic health resonates with you, and how you feel about joining a team that prays together.