Operations Coordinator

We are looking for an organized Operations Coordinator to support the day-to-day performance of a growing clinic in Newport Beach, California. This Contract position is ideal for someone who can balance administrative precision, team coordination, and client-facing responsiveness while helping improve internal workflows. The person in this role will contribute to a smooth office experience by keeping schedules accurate, tracking key operational details, and supporting both staff and patient needs.

Responsibilities:

• Oversee daily administrative and operational activities to help the clinic stay organized, efficient, and on schedule.
• Review recurring task lists, verify completion, and follow up with team members to address missed or delayed items.
• Evaluate existing procedures, recommend practical workflow improvements, and assist with putting updated processes into practice.
• Respond to patient and client inquiries in a timely manner, stepping in directly when additional support is needed to maintain strong service levels.
• Monitor appointment calendars for conflicts, prevent scheduling errors, and confirm patients are booked appropriately throughout their care plans.
• Support front desk operations by helping ensure service charges are entered accurately and patient account details are maintained correctly.
• Maintain operational tracking documents by recording revenue figures, patient activity, and lead information with accuracy.
• Manage clinic supply levels, place replenishment orders before shortages occur, and help keep credentialing and insurance records current.
• Coordinate daily priorities for a small support team, check progress regularly, and assist with onboarding activities for new team members.
• Provide logistical support for community workshops and contribute light editing assistance for digital content such as videos or podcasts when needed.
• At least 2 years of experience in administrative support, office coordination, or a similar operations-focused role.
• Demonstrated ability to manage schedules, monitor details, and keep multiple tasks organized in a fast-paced environment.
• Experience handling inbound inquiries and providing detail-focused front-office or receptionist-style support.
• Strong data entry skills with a high level of accuracy when maintaining reports, records, and tracking documents.
• Proficiency with Microsoft Office Suite, including common administrative and reporting tasks.
• Working knowledge of Google Workspace tools, including Google Calendar, Google Drive, and Gmail.
• Ability to communicate clearly, follow up effectively, and support a small team with day-to-day coordination needs.