Practice Management Coordinator

Position Summary

The Operations Coordinator plays a vital role in ensuring the smooth, day-to-day functioning of the organization. This position is responsible for supporting the full employee lifecycle — from new hire onboarding through ongoing employment — while also managing critical operational functions including technology distribution, facility administration, licensing compliance, and communications management.

New Hire Onboarding & Monitoring

• Coordinate and monitor all stages of the new hire onboarding process to ensure a seamless experience
• Track completion of onboarding tasks, training milestones, and required documentation for each new employee
• Serve as the primary point of contact for new hires during their initial onboarding period
• Communicate onboarding status updates to relevant managers and HR stakeholders

Technology Distribution

• Manage the inventory, issuance, and retrieval of company technology assets (laptops, mobile devices, peripherals, access credentials)
• Maintain accurate records of equipment assigned to employees, including serial numbers and issue/return dates
• Cook with IT to ensure devices are configured and ready prior to each new hire's start date
• Process equipment returns upon employee offboarding and update asset tracking accordingly

Reference Checking

• Conduct structured reference checks for candidates at the final stages of the hiring process
• Document and summarize reference responses and communicate findings to the hiring team
• Maintain confidential records of all reference check activities in compliance with company policy

Talent Sourcing Support

• Aid the recruiting team by sourcing qualified candidates through job boards, LinkedIn, employee referrals, and other pipelines
• Screen and organize inbound applicants, maintaining organized records within the applicant tracking system (ATS)
• Support scheduling of interviews and candidate communications as needed

Employee Directory Maintenance

• Maintain and update the company-wide employee directory with accurate contact, role, and department information
• Process new hire additions, role changes, transfers, and separations in a timely manner
• Audit directory records on a regular basis to ensure accuracy and completeness

Mail & Communications Monitoring

• Receive, sort, and distribute incoming mail and packages in a timely and organized manner
• Flag and escalate time-sensitive or urgent correspondence to the appropriate parties
• Maintain a mail log and coordinate outgoing shipments, certified mail, and courier services as needed

Licenses & Compliance Monitoring

• Track and manage renewals for all company licenses, permits, certifications, and software subscriptions
• Proactively alert relevant stakeholders ahead of upcoming expirations to ensure no lapses in compliance
• Cook with a centralized license registry with renewal dates, responsible parties, and associated costs
• Cook with coordination with legal, finance, or department heads to complete renewal documentation and payments

Qualifications

• Education & Experience: Business Administration, Human Resources, Operations Management, or a related field preferred; 2+ years of experience in an administrative, operations, or HR coordination role; Prior experience with onboarding processes, HR systems, or facilities administration a plus
• Technology Experience: Skills & Competencies: Strong organizational and time-management skills with the ability to manage multiple concurrent priorities; High attention to detail and commitment to data accuracy; Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace; Experience with HRIS platforms, ATS systems, and asset tracking tools preferred; Excellent written and verbal communication skills; Demonstrated ability to handle confidential information with discretion; Proactive problem-solver with a collaborative, service-oriented mindset

Work Environment & Physical Requirements

This position operates in a professional office environment. The role requires the ability to occasionally lift or move office equipment and packages up to 30 lbs. Standard business hours apply, with occasional flexibility required to support new hire start dates or operational needs.

Equal Opportunity Employer

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.