Operations Coordinator

19 hours ago

Angeles City, Central Luzon, Philippines beBeeAdministrative Full time ₱15,000 - ₱30,000
Job Title: Operations Administrator">">

We are seeking a highly skilled and experienced professional to support the executive team of our pediatric occupational therapy practice.

The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to manage multiple projects and deadlines with minimal oversight.

Our practice specializes in nature-based pediatric occupational therapy, blending clinical excellence with outdoor play and family-centered care.

The executive team seeks a highly capable assistant to provide direct support and ensure smooth operations across all levels of the organization.

Key Responsibilities:

  • Executive & Administrative Support: Serve as a key liaison between leadership, staff, students, volunteers, and external contacts; coordinate across departments to ensure smooth execution of executive initiatives.

  • Operations & Compliance: Manage park permitting processes across multiple service locations, oversee contracts with universities for occupational therapy student placements (documentation, scheduling, onboarding), and assist with hiring process (post openings, screen candidates, schedule interviews, onboarding).

  • Project & Data Management: Input and maintain program data in the EMR system for accurate billing and service delivery; process and distribute superbills; monitor project deadlines via ClickUp and Google Workspace.

  • Technology & Communications: Update the company website with staff changes and program updates; support operational and marketing tasks (SEO updates, social media content, online platform management); record and document processes via Loom for training and onboarding.

Requirements:

  • Proven experience as an Executive Assistant, Chief of Staff, or senior administrative support role.

  • Exceptional organizational and time-management skills with the ability to juggle multiple priorities.

  • Strong written and verbal communication; professional and clear communicator.

  • Ability to work independently, take ownership of tasks, and proactively problem-solve.

  • Comfortable using and managing multiple platforms, including: ClickUp, Trello, Google Workspace (Docs, Sheets, Drive, Forms), EMR systems, Acuity Scheduling, Zoom, Google Meet, LastPass, Loom, Squarespace.

  • High level of accuracy and attention to detail, especially in compliance-related and data-entry tasks.

  • Experience with multi-state practices or organizations experiencing rapid growth is a plus.

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