Administrative Operations Coordinator

Position Summary The Administrative Operations Coordinator plays a central role in the day-to-day administrative operations of Great Strides Behavioral Consulting. This position serves as the primary front desk coordinator while supporting client administration, revenue cycle coordination, scheduling support, insurance-related processes, and general business operations. Working closely with leadership, clinical staff, families, insurance companies, and external partners, the Administrative Operations Coordinator helps ensure administrative systems operate efficiently, accurately, and in alignment with Great Strides' mission. This position requires exceptional organization, attention to detail, professionalism, initiative, adaptability, and a collaborative approach to problem-solving. About You You are highly organized, detail-oriented, and enjoy bringing order to complexity. You take pride in accuracy, organization, and following projects through to completion. You naturally anticipate needs, enjoy coordinating multiple moving pieces, and are comfortable balancing competing priorities. You are technology-savvy, adaptable, communicate effectively, collaborate well with others, and demonstrate integrity, professionalism, and a genuine desire to contribute to a positive workplace culture. Essential Duties & Responsibilities – Front Desk & Client Services Serve as the primary point of contact for families, visitors, and vendors. Answer incoming telephone calls and direct inquiries appropriately. Welcome clients and visitors in a friendly, professional manner. Coordinate new client inquiries and assist with the intake process. Maintain accurate client demographic, insurance, and emergency contact information. Assist families with administrative questions and direct concerns appropriately. Coordinate receipt and distribution of mail and deliveries. Administrative Operations Assist with scheduling updates as directed by leadership. Coordinate inventory tracking and supply ordering. Maintain organized administrative records and filing systems. Assist leadership with reports, special projects, and administrative initiatives. Track operational tasks and follow up to ensure timely completion. Coordinate communication between departments. Conduct weekly audits as requested. Maintain and update administrative resources, forms, and SharePoint documentation to promote consistency, efficiency, and operational continuity. Revenue Cycle Coordination Serve as the primary liaison with Great Strides' Revenue Cycle Management partner. Participate in weekly coordination meetings and complete assigned follow-up. Manage legacy accounts receivable and outstanding balances as assigned. Post insurance and client payments accurately. Generate patient responsibility invoices. Conduct insurance eligibility and benefit verification. Research and resolve billing discrepancies, denials, and payer requests. Assist families with billing questions and insurance-related inquiries. Maintain current knowledge of payer requirements. Generate billing and operational reports as requested. Documentation, Compliance & Process Improvement Maintain HIPAA confidentiality. Support Great Strides' mission, vision, values, policies, and ethical standards. Document administrative processes and maintain procedural documentation. Participate in cross-training to support operational continuity. Perform other duties as assigned. Qualifications & Education High School Diploma required; Associate's or Bachelor's degree preferred. Medical billing, insurance, revenue cycle, or customer service experience preferred. Minimum two years of administrative experience in a healthcare or professional office. Behavioral health, ABA, or pediatric healthcare experience preferred. Understanding of bookkeeping, accounting terminology, and medical billing practices preferred. Strong Microsoft Office skills, particularly Excel, Word, Outlook, and Teams. Ability to learn practice management software and new technology quickly. Skills & Competencies Organization and time management Attention to detail and accuracy Written and verbal communication Customer service Critical thinking and problem solving Professionalism and teamwork Technology aptitude Adaptability Continuous improvement Process documentation and knowledge sharing Environmental / Working Conditions Frequent interaction with clients, families, staff, insurance representatives, vendors, and visitors. Subject to frequent interruptions and changing priorities. Regular use of computers, telephones, and office equipment. Physical Requirements Ability to sit, stand, bend, and move intermittently throughout the workday. Manual dexterity for computer and office equipment. Ability to lift up to 25 pounds. Ability to function independently while maintaining professionalism and emotional stability. #J-18808-Ljbffr