Administrative Project Coordinator

About the Role

We proudly partner with client pharmacies across the country, helping them support their patients with powerful, user-friendly software. We're excited to grow our team by hiring a Client Ops Admin (Administrative Assistant) who will provide high-level administrative and operational support to the VP of Client Services and the Directors. This role is responsible for optimizing executive productivity, coordinating cross-departmental activities, ensuring smooth operational workflow, and serving as a central point of communication for the leadership team.

Responsibilities

• Act as the central point of contact between executives, internal teams, customers, and external partners
• Assist with planning and coordinating department initiatives, projects, and cross-functional activities
• Prepare dashboards, status updates, and operational summaries as requested
• Track and manage departmental deadlines, priorities, and deliverables
• Collaborate with Accounting to manage customer-leaving workflows, including verifying billing status, coordinating internal communications, and ensuring proper documentation
• Support change-of-ownership processes, including gathering required forms, updating internal systems, and maintaining accurate customer records
• Update and maintain customer fields in Zendesk related to departures, ownership changes, and account transitions to ensure accurate and timely data across teams
• Send welcome emails to new customers and ensure all onboarding steps are initiated promptly
• Coordinate with Sales and Fulfillment on hardware orders, including confirming order details, tracking fulfillment, and communicating any updates or issues

Qualifications

• 2-4 years of experience in administrative, operations, project coordination, or executive support roles
• Exceptional written and verbal communication skills
• Strong organizational abilities with meticulous attention to detail
• Ability to manage multiple priorities with minimal supervision in a fast-paced environment
• High level of professionalism, judgment, and confidentiality
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and shared document systems
• Familiarity with project management tools (e.g., Zendesk, JIRA) preferred
• Strong analytical and problem-solving skills