Operations Coordinator (Clinic Support – Multi-Location)

Job Summary
We are looking for someone who thrives on adaptability and precision. This role combines executive-level support with operational oversight across HR, accounting, and treasury functions. Reporting directly to the Executive Assistant, your responsibilities are split into two main categories:

• Routine: Consistently managing a core set of daily/weekly tasks (deposits, payment processing, and administrative tracking).
• Ad Hoc: Executing projects assigned by the EA based on management’s current needs, such as drafting staff memos, conducting research, or resolving vendor issues.

Because your priorities will shift based on what management needs resolved, being able to pivot while maintaining follow-through is vital. You will also provide front desk coverage as needed to support clinic operations directly.

Travel Requirements: Applicant must be able to commute to our clinics in Waipahu, Wahiawā, and Waiʻanae based on operational needs.

Responsibilities

• Operational Support: Assist the Executive Assistant with day-to-day tasks, leadership directives, and special projects.
• Routine Tasks: Consistently manage recurring responsibilities including, but not limited to: Processing bank deposits and credit card/virtual payments, administrative support for weekly front desk meetings (Thursdays), reviewing timecards, and basic administrative tracking and data entry.
• Payroll & HR Admin: Verify employee timesheets for accuracy and assist with payroll-related tasks or basic HR documentation.
• Billing & Documentation: Support billing workflows (billing experience is a plus) and manage digital/physical filing systems (scanning, uploading, and organizing documents).
• Vendor Coordination: Act as a point of contact for utilities and service providers to resolve issues or coordinate authorizations.
• Clinic Support: Provide front desk coverage and operational support during busy periods or for staff call-outs.

How This Role Works (The "Standard Day")

Success in this position is measured by reliability and results. While no two days will be exactly the same, but your workflow will typically look like this:

• Routine Responsibilities: You must complete your core recurring tasks (deposits, payments, etc.) accurately and on time.
• Ad Hoc Tasks: You will be assigned additional tasks throughout the day (e.g., drafting a memo, calling a vendor to resolve a billing dispute, etc.) that you must complete as soon as possible.
• Priority Ad Hoc Tasks: Some tasks may be identified as high priority. When that happens, they should be handled first and take precedence over other work.
• Ownership: You will have flexibility in how you approach and complete your work. As long as high priority tasks are handled first and all other work is completed accurately and on time; We trust you to manage your workload and keep tasks moving forward without the need for constant follow-up.

What We’re Looking For

• Reliability & Ownership: When a task is assigned, you own it from start to finish. Once you have the tools and training you need, we want to be able to "set it and forget it," trusting that the work is moving forward correctly without needing constant reminders or "nudges." You take full responsibility for the final result.
• Resourceful Communication: You are independent but not silent. While you try to find answers and problem-solve on your own first, you know exactly when to "raise a flag." We are happy to provide hands-on training, but we expect you to be vocal and communicate early if you are truly stuck or see something about to fall through the cracks.
• Attention to Detail: High accuracy is a non-negotiable requirement. You naturally double-check your work, especially when handling money, employee timesheets, and sensitive data.
• Prioritization & Pivot Skills: You’re able to switch gears when needed and adjust priorities throughout the day, especially when something urgent/ a “High Importance” item comes up.

Preferred (Not Required)

• Bachelor’s degree in Business or a related field.
• Experience with medical billing, insurance, or healthcare administration.
• 3 years of experience in operations support, office administration, or a similar role.

Why This Role Is a Good Fit

This is a great opportunity for someone who wants to learn how operations actually run behind the scenes and gain hands-on experience working directly with leadership in a dynamic role in a fast-paced healthcare environment.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20 - $25