Admin Coordinator – Ops Assistant
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Job Description
Remote operations assistant coordinating family communications, forms, records, and scheduling. Supporting a therapy organization’s programs for neurodivergent children and families.
Responsibilities:
- Make and receive phone calls and text messages to coordinate with families, providers, and vendors
- Assist families with completing medical or therapy-related forms and gather required information accurately
- Provide clear instructions and support to families navigating stressful or emotionally sensitive situations
- Contact external organizations to gather or verify information and complete administrative forms
- Follow up on documentation, open items, and outstanding requests
- Maintain clear, professional, and compassionate communication
- Maintain organized digital files and documentation using Google Drive or similar tools
- Write short reports or summaries following calls and meetings
- Assist with data entry, form submissions, and record updates
- Ensure documentation and information remain accurate, organized, and accessible
- Support scheduling and coordination of sessions, meetings, and events
- Keep internal systems and records up to date and accessible
- Coordinate administrative activities across families, providers, vendors, and external organizations
- Identify opportunities to improve organization and operational efficiency
Requirements:
- Candidates must be based in LATAM, Africa, or Eastern Europe
- Availability to work 9:00 AM–5:00 PM EST, aligned with the client’s time zone
- 2+ years of experience in administrative, coordination, or operational support roles
- Experience managing frequent phone communication with families and external partners
- Experience handling sensitive information and supporting administrative processes with discretion and care
- Proficiency with Google Workspace
- Strong organization and time management skills
- Strong attention to detail with documentation, forms, records, and data entry
- Ability to manage frequent phone and text communication
- Ability to provide clear instructions and support to families
- Ability to maintain accurate and organized digital records
- Ability to handle confidential information appropriately
- Strong follow-through and ability to keep open items moving toward completion
- Calm, patient, and empathetic approach when supporting families
- Reliable and proactive when managing administrative responsibilities
- No formal certification is required
- Experience in healthcare, therapy, or education is a plus
Benefits:
- Potential to increase from 30 to 40 hours per week as responsibilities expand
- Opportunity to join a purpose-driven organization supporting neurodivergent children and their families
- Opportunity to contribute to a compassionate, family-centered team
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