Practice Operations Coordinator

About the Role

This role supports the delivery of administrative functions while serving as the primary coordinator of operational workflows across multiple specialty practices. It involves intake management, data integrity, workflow administration, platform support, vendor coordination, and day-to-day operational execution. The position acts as the primary business owner for key operational platforms and vendor-supported workflows, ensuring efficient processing, service delivery, visibility, accountability, and quality of work.

Responsibilities

• Serves as the day-to-day business owner for numerous key operational platforms and vendor-supported workflows.
• Monitors and manages Specialty Practice intake mailboxes, ensuring timely review, triage, routing, and response to incoming requests.
• Acts as a central point of coordination for intake workflow management, ensuring requests are assigned, tracked, and resolved in accordance with established service standards.
• Identifies opportunities to improve operational efficiency, workflow effectiveness, and data quality.
• Responds to team inquiries, maintains documentation of communications, existing issues, and issue resolutions.
• Ensures accurate and timely data capture across operational platforms, maintaining data integrity and supporting reporting needs.
• Inputs client information into data management systems, ensuring accuracy and completeness.
• Maintains day-to-day tracking platform administration, including updating records, monitoring workflow status, and ensuring data quality.
• Provides day-to-day administration and user support for RFP software, including system updates, troubleshooting, and process adherence.
• Coordinates activities with outside partners to support operational workflows, manage open items, facilitate timely completion of deliverables, and maintain accountability for service delivery expectations.
• Maintains regular operating rhythms with vendor partners and internal stakeholders, including recurring meetings, action-item tracking, workflow reviews, and documentation of decisions.
• Acts as a central communication point between internal teams and external partners, ensuring priorities, expectations, timelines, requirements, and deliverables are clearly communicated and understood.
• Tracks project status, monitors open items, dependencies, and deliverables, and provides regular updates to stakeholders.
• Reviews workflow outputs, data updates, and vendor-supported deliverables for accuracy, completeness, consistency, and adherence to established processes.
• Executes and maintains standard operating procedures (SOPs), workflows, process documentation, training materials, operational checklists, and user guidance.
• Supports the development and tracking of operational metrics, turnaround times, workflow performance indicators, and process improvement opportunities.
• Produces or supports the management of operational reports, dashboards, and workflow summaries to provide leadership visibility into workload, turnaround times, vendor performance, and service delivery metrics.
• Identifies opportunities to leverage technology, automation, and process enhancements to improve operational efficiency.

Qualifications

• Bachelor’s Degree in Business Administration or related field and/or equivalent years of experience.
• Experience in vendor management, project coordination, workflow administration, operations, or business process management preferred.
• Strong knowledge of Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Experience working with workflow management, data tracking, project coordination, and operational platforms.
• Strong attention to detail with demonstrated ability to maintain data accuracy and integrity across multiple systems.
• Ability to work independently while collaborating effectively across teams and external partners.
• Strong verbal, written, and interpersonal communication skills.
• Demonstrated ability to document processes, maintain trackers, manage action items, and coordinate work through completion.
• Experience supporting cross-functional, multi-team, or multi-practice operational processes preferred.
• Proven ability to manage multiple priorities, coordinate requests from various stakeholders, and meet deadlines in a fast-paced environment.
• Ability to complete continuing education requirements as needed.
• Ability to attend company, department, and team meetings, including industry training sessions.
• Ability to comply with all company policies and procedures, maintaining confidentiality of client and company information.
• Ability to efficiently organize work and manage time to meet deadlines.
• Ability to travel by automobile and aircraft.
• Ability to use office equipment such as a computer, keyboard, calculator, photocopier, and facsimile machine.
• Ability to work on a computer for prolonged periods.
• Ability to work outside of normal business hours as needed.
• Legally able to work in the United States.

Lockton Companies LLC is proud to provide everyone an equal opportunity to grow and advance. We strive to cultivate an environment that learns from, celebrates, and thrives because of our breadth of differences. We are committed to fostering a culture where every member of the Lockton family feels valued and accepted as they are and safe to bring their authentic selves to work every single day. At the end of the day, our mission is to ensure that our family can be anyone’s family.