Operations Coordinator

Operations Coordinator (Therapist Support Focus)

Full-Time | Remote (must live within 45 minutes of Charlottesville, VA)
Starting salary Range: $55,000–$62,000 (depending on experience)

Well Marriage Center is a growing, therapist-centered couples counseling organization supporting 40+ licensed clinicians across multiple states. We are seeking an experienced Operations Coordinator to serve as the operational "point guard" of our organization -keeping systems running smoothly, anticipating needs, and ensuring therapists feel supported, informed, and cared for.

This role sits at the center of our operations. If you are highly organized, proactive, emotionally intelligent, and energized by solving complex logistical problems while working with people, this role may be a great fit.

About the Role

The Operations Coordinator is a core member of our administrative leadership team and works closely with the Director of Operations. You will own day-to-day operational coordination across facilities, systems, and therapist support while helping improve how the organization functions as it grows.

This is not a passive or task-only role. You will be trusted to identify issues, recommend solutions, and take initiative to improve systems - not just maintain them.

Key Responsibilities

Therapist & Operations Support

• Serve as a primary operational support contact for 40+ therapists
• Respond to questions with warmth, clarity, and follow-through
• Troubleshoot issues related to the EHR and client portal (this role does NOT handle billing, but supports therapists when billing-related problems arise and helps route or resolve issues)
• Support therapist onboarding and ongoing logistics in coordination with leadership

Facilities & Office Operations

• Oversee all facility-related needs across locations, including:
• Rent coordination and subtenant management
• Utilities, bills, and vendor relationships
• Repairs, maintenance, and office logistics
• Coordinate office usage schedules and operational details

This role includes very occasional on-call availability for rare evening or weekend facilities emergencies.

Systems & Process Ownership

• Support day-to-day operations of internal systems, including:
• EHR platforms
• Scheduling tools
• Client portals
• Google Workspace and internal documentation
• Identify inefficiencies, breakdowns, or recurring issues and proactively improve processes
• Maintain accurate records and operational documentation

Leadership & Decision-Making

• Work closely with the Director of Operations on projects, systems, and growth initiatives
• Own defined operational areas with discretion to resolve issues independently, escalating only when needed
• Bring solutions, not just problems

Required Qualifications

• 5+ years of experience in operations, coordination, or administrative leadership roles
• Undergraduate degree preferred
• Extremely detail-oriented with strong organizational systems
• Ability to manage multiple priorities simultaneously without losing accuracy
• Proactive, self-directed problem solver who anticipates needs
• Strong written and verbal communication skills

Personal & Cultural Fit (Very Important)

This role works closely with therapists and leadership, often in moments that require sensitivity and calm. We are looking for someone who is:

• Warm, friendly, and emotionally intelligent
• Comfortable supporting clinicians and navigating sensitive situations discreetly
• Calm under pressure and steady when things are busy
• Professional, dependable, and kind
• Someone who enjoys being part of a small, collaborative team and contributing to a positive culture

Location Requirement

This is a fully remote position, but candidates must live within 45 minutes of Charlottesville, VA. We meet monthly for in-person team lunches and occasional events and value maintaining real connection as a team.

Compensation & Benefits

• Starting salary range: $55,000–$62,000, depending on experience
• Full-time, salaried position
• Fully remote work environment
• Health insurance: 100% of employee premium covered (employee pays for dependents)
• 401k and 401k Employer contribution
• 12 paid holidays
• 2 weeks paid time off
• A stable role within a growing organization

Growth & Opportunity

As Well Marriage Center continues to grow, this role has room for increased responsibility and leadership. We value long-term team members and invest in people who take ownership and help strengthen the organization over time.

Why This Role Is Special

Beyond the benefits, the best part of this role is the team. You'll be part of a small, fun, and genuinely supportive administrative group that values competence, kindness, humor, and trust.

Your work directly impacts the daily experience of therapists doing meaningful work with couples - and that matters here.

Job Type: Full-time

Pay: $55, $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings