Client Overview
Our client is a growing healthcare practice committed to providing exceptional support to children and their families.
They are seeking a proactive, highly organized, and systems-oriented Operations & Client Success Coordinator to oversee client intake, administrative operations, scheduling, business processes, and performance tracking.
This role is ideal for someone who enjoys improving workflows, delivering excellent customer service, and helping a growing business operate more efficiently.
Job Description
As the  Operations & Client Success Coordinator (Healthcare Administration), you will serve as the primary point of contact for prospective and current families while supporting the day-to-day administrative and operational needs of the practice.
You will manage client onboarding, coordinate therapist scheduling, maintain accurate records, support recruitment efforts, oversee billing follow-ups, monitor business performance metrics, and identify opportunities to improve systems and profitability.
The ideal candidate is detail-oriented, analytical, customer-focused, and passionate about creating efficient processes that support both clients and internal operations.
Schedule
Monday to Friday, 9:00 AM – 6:00 PM Pacific Time with an hour unpaid break
Key Responsibilities
Client Support & Intake
Serve as the primary point of contact for prospective and current families via phone, email, website inquiries, and voicemail.
Provide warm, professional, and responsive customer service.
Guide new families through the onboarding process by sending intake paperwork and ensuring all required documentation is completed.
Follow up with prospective families who have not responded within three business days.
Check in with new families after their first week to ensure a positive experience and address any questions or concerns.
Track client referrals and monitor referral-to-enrollment conversion rates.
Oversee the client onboarding process from initial inquiry through enrollment.
Reactivate previous clients when appropriate.
Scheduling & Operations
Coordinate therapy session scheduling by matching therapist availability with student needs.
Maintain and update provider calendars.
Develop, document, and improve internal workflows to increase operational efficiency and consistency.
Maintain accurate client records and ensure all documentation is complete.
Support general administrative tasks to ensure smooth daily operations.
Monitor client anniversaries and coordinate periodic account reviews with the CEO.
Recommend operational improvements that enhance efficiency, client satisfaction, and profitability.
Recruitment Support
Review applicants through referral platforms such as Indeed and LinkedIn.
Screen resumes and identify qualified candidates for CEO interviews.
Billing & Financial Operations
Oversee client invoicing and notify the CEO of associate payment amounts for processing.
Monitor outstanding balances and assist with collections.
Collect unpaid invoices.
Identify areas where the business may be losing revenue.
Assist with developing departmental budgets, including social media, community outreach, materials, and professional development.
Performance & Business Analytics
Track and report key business performance indicators (KPIs), including:
Referral-to-enrollment conversion rate
Client retention rate
Provider-to-student match success rate
Gross margin
Close rate
Revenue
Profitability
Return on Investment (ROI)
Collect and analyze business data to identify trends and opportunities for growth.
Ensure operational processes run efficiently across all departments.
Requirements
Previous experience in operations coordination, client success, healthcare administration, executive assistance, or a similar administrative role.
Excellent verbal and written English communication skills.
Strong organizational and time management skills with exceptional attention to detail.
Experience managing calendars, scheduling, and client communications.
Comfortable handling billing follow-ups, invoicing, and collections.
Strong analytical skills with experience tracking KPIs and preparing reports.
Experience documenting and improving business processes is highly preferred.
Proficient with Google Workspace, Microsoft Office, and CRM or practice management systems.
Ability to work independently, prioritize tasks, and manage multiple responsibilities in a fast-paced environment.
Independent Contractor Perks
Permanent Work from Home
Immediate Hiring
Health Insurance Coverage for eligible Locations
Note
Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording.
Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

Company in the Philippines.