Operations Assistant

Job Description

Job Description

Employment Type: Hourly, Non-Exempt
Pay Range: $30/hour
Reports To: Director of Operations / COO

Bilingual English/Spanish strongly preferred.

Role Summary
The Operations Assistant supports the Director of Operations in coordinating the day-to-day administrative and operational functions of the company. This role ensures that operational tasks are completed accurately and on time, information is organized and accessible, cross-department follow-up occurs and established processes are consistently followed.
The Operations Assistant serves as a central support resource across departments and helps the Director of Operations maintain visibility into staffing, scheduling, documentation, compliance, billing-related workflows, and other operational priorities. The role is primarily focused on coordination, tracking, follow-through, documentation and process support rather than independent management or strategic decision-making

Bilingual English/Spanish strongly preferred.

Key Responsibilities
● Provide day-to-day administrative and operational support to the Director of Operations.
● Track operational tasks, deadlines, follow-ups and outstanding action items across departments.
● Maintain operational spreadsheets, trackers, reports, shared files, and internal documentation.
● Assist with collecting and organizing data related to staffing, utilization, productivity, scheduling, authorizations, billing, and other operational KPIs.
● Follow up with team members regarding missing information, incomplete documentation, deadlines or outstanding operational tasks.
● Assist with maintaining and updating company procedures, workflows, checklists, templates, and standard operating procedures (SOPs).
● Support implementation of new operational systems, processes and workflows.

● Communicate with English- and Spanish-speaking clients and families throughout the intake and enrollment process, including explaining administrative requirements, obtaining required information and documentation, providing status updates, and coordinating next steps.
● Help identify workflow bottlenecks, recurring administrative issues and opportunities to improve efficiency.
● Coordinate information and handoffs between operations, clinical, enrollment, billing, HR, and administrative teams.
● Assist with meeting preparation, including agendas, reports, supporting documents, action-item tracking, and follow-up.
● Maintain organized electronic records and ensure operational documents are filed appropriately.
● Assist with audits and compliance reviews by gathering requested documents, reports, and supporting information.
● Monitor assigned operational inboxes, task lists, or internal requests and route items to the appropriate team member.
● Support vendor coordination, purchasing, office administration, technology requests, and other general operational needs as assigned.
● Assist with onboarding-related operational tasks, including systems access, equipment, documentation and coordination with HR and department leaders.
● Provide project coordination support for company initiatives led by the Director of Operations.
● Escalate operational concerns, recurring problems, compliance risks, or missed deadlines to the Director of Operations.
● Maintain confidentiality of employee, client, financial, and company information.
● Perform other operational and administrative duties as assigned based on company growth and business needs.