Operations Coordinator

About the role

We are looking for an Operations Coordinator to support the daily administrative and operational needs of a growing clinic in Newport Beach, California. This Contract position is ideal for someone who enjoys creating structure, keeping schedules organized, and ensuring both staff and patients have a smooth experience. The person in this role will help maintain efficient office workflows, support front-desk and scheduling activities, and contribute to process improvements that strengthen overall clinic performance.

Responsibilities

• Oversee day-to-day clinic coordination to help maintain an organized, efficient, and timely workflow across the office.
• Review daily task tracking and follow up with team members to ensure assignments are completed accurately and within expected timeframes.
• Identify operational bottlenecks and recommend practical improvements that enhance consistency, efficiency, and service quality.
• Support the rollout of updated procedures and monitor adherence to established workflows and office standards.
• Respond to patient and client inquiries promptly, stepping in directly when needed to help maintain strong service levels.
• Monitor appointment schedules to resolve conflicts, prevent duplicate bookings, and confirm patients are scheduled appropriately throughout their care plans.
• Assist the front office with charge verification and related administrative support to help ensure service records are accurate.
• Maintain tracking documents for revenue, patient activity, and lead information while also managing office supply inventory and reordering as needed.
• Coordinate basic team activities, including setting daily priorities, checking progress, and assisting with onboarding paperwork and training steps for new staff.
• Provide logistical and administrative support for community workshops and assist with light editing coordination for digital content such as videos or podcasts.

Requirements

• At least 2 years of experience in operations coordination, administrative support, or a similar office-based role.
• Proficiency with Microsoft Office Suite, including tools used for documentation, reporting, and day-to-day administrative tasks.
• Working knowledge of Google Workspace applications, including Google Calendar, Google Drive, and Gmail.
• Experience handling scheduling, inbound inquiries, data entry, and general front-office or receptionist-related responsibilities.
• Strong organizational skills with the ability to manage multiple priorities, track follow-ups, and maintain accurate records.
• Clear written and verbal communication skills with a detail-oriented and service-focused approach.
• Ability to work independently, exercise good judgment, and support a small team in a fast-moving clinic environment.

Benefits

• Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance.
• Hired contract/temporary professionals are also eligible to enroll in the company 401(k) plan.
• Access to top jobs, competitive compensation and benefits, and free online training.