Job Description

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Job Title: Remote Operations & Analytics Coordinator (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,000 - $2,500 USD/Monthly

Schedule: Monday – Friday, 9:00 AM – 6:00 PM US Eastern Time / ET

Job Overview

Our Client is a warm, collaborative, and fast-growing mental health private practice based in Columbus, Ohio, dedicated to providing integrative psychological, individual, couple, and family therapy services. Established in 2016, the practice has expanded to a team of approximately 18 clinicians and administrative staff. Operating under core values of integrity, authenticity, kindness, and compassionate care, they are intentionally strengthening their operational infrastructure, business analytics, and technology systems to support exceptional client care and sustainable practice expansion.

The Role

Our Client is seeking a systems-focused Operations & Analytics Coordinator to build, maintain, audit, and optimize the operational and analytical framework of their mental health practice. Working directly under the Executive Director, this professional will evaluate client lifecycle workflows—from intake and scheduling through billing and accounts receivable—while designing executive dashboards, managing project timelines, and refining software automations. This position is ideal for an analytical healthcare operations specialist who excels at translating complex operational challenges into structured, SOP-documented workflows.

Key Responsibilities

Workflow Auditing, SOPs & Process Improvement

• Builds, maintains, and audits operational workflows and Standard Operating Procedures (SOPs) across clinical, administrative, and revenue-cycle functions.
• Conducts recurring operational audits to identify bottlenecks, unclear task ownership, outdated procedures, and workflow inefficiencies.
• Coordinates cross-functional process improvement projects following a strict completion standard: Build → Test → Document → Train/Communicate → Close.
• Monitors implemented processes, updates documentation, and ensures operational continuity across personnel transitions.

Client Lifecycle, Administrative & Billing Operations

• Maintains complete visibility across inquiry, intake, consultation scheduling, client onboarding, ongoing client management, and billing workflows.
• Audits administrative and client-facing touchpoints to resolve delays, reduce duplicate data entry, and improve handoffs between clinical, billing, and intake teams.
• Develops quality control frameworks and tracking systems that enhance client satisfaction and revenue lifecycle efficiency without crossing into direct clinical decision-making.

Systems, Technology & Process Automation

• Serves as a primary systems administrator across cloud platforms, auditing configurations, data structures, and software integrations.
• Configures and improves CRM workflows, project boards, tracking structures, and automations to streamline communication and eliminate manual redundancies.
• Oversees platform testing, system troubleshooting, and user documentation across business tools (e.g., SimplePractice, monday.com, ActiveCampaign, Notion, BambooHR).

Business Analytics, Executive Reporting & Data Systems

• Builds, streamlines, and maintains executive dashboards, KPI scorecards, and recurring operational reports.
• Tracks and analyzes core metrics, including revenue trends, accounts receivable, clinician utilization rates, client conversion, retention, and compliance.
• Organizes, validates, and connects operational data using spreadsheets (Google Sheets, Microsoft Excel) and data visualization tools (Looker Studio, AppSheet).

Cross-Department Project Coordination

• Translates leadership priorities into actionable project plans complete with defined task owners, milestones, and deliverables.
• Researches software platforms, operational vendors, and technical solutions, compiling concise comparison summaries for executive review.
• Tracks active practice initiatives, dependencies, and potential barriers across clinical, administrative, HR, and marketing functions.

Qualifications, Skills, and Key Competencies

Required Qualifications

• Educational & Professional Background: Bachelor's degree in Business, Operations, Healthcare Administration, or related field (or equivalent professional experience), with 2+ years of experience in operations coordination, project management, business analytics, or healthcare administration.
• Healthcare Domain Experience: Direct prior experience working within a mental health, behavioral health, outpatient medical, or healthcare services environment.
• Advanced English Proficiency: C1-level English proficiency (CEFR) or equivalent, featuring exceptional written and spoken communication skills for executive and clinical collaboration.
• Systems & Process Mastery: Demonstrated capability to audit interconnected workflows, identify operational gaps, author SOPs, and build scalable systems.
• Data & Spreadsheet Literacy: Advanced proficiency in data organization, spreadsheet formulas, executive dashboard creation, and KPI modeling using Google Sheets or Microsoft Excel.
• Technology Aptitude: Proven ability to learn, configure, and integrate cloud-based software platforms independently (e.g., SimplePractice, monday.com, Google Workspace, Notion, BambooHR, ActiveCampaign).
• Schedule Alignment: Full availability to work standard US Eastern business hours (Monday – Friday, 9:00 AM – 6:00 PM ET).
• HIPAA-Compliant Infrastructure: Private, secure remote workspace ensuring full HIPAA compliance, equipped with a high-performance computer, webcam, headset, and high-speed internet.

Preferred Qualifications

• Experience supporting healthcare revenue cycle management, medical billing, client intake, or practice compliance.
• Hands-on experience developing dashboards or automations using Looker Studio, AppSheet, Zapier, or specialized healthcare CRM tools.
• Experience managing or coordinating administrative or operational team members.

Benefits

• Competitive Salary: Baseline compensation of $1,500 – $2,000 USD/month.
• Paid Time Off: Paid time off (PTO) plus observed U.S. national holidays.
• Structured Onboarding: Comprehensive training, structured orientation, and ongoing professional development.
• Career Growth Pipeline: Clear advancement potential toward an Operations & Systems Manager role with direct team leadership and expanded operational authority.
• 100% Remote Infrastructure: Predictable full-time commitment executed remotely within a warm, mission-driven healthcare practice.

Application Disclaimer: Please Read Before Proceeding

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Voice/Video Recording is REQUIRED

Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.

Mandatory Knockout Questions

Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer "YES" as we are only able to hire Latin American talent based in Latin America.

Apply Wisely

To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.

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We appreciate your interest and look forward to reviewing your application!