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Administrative & Operations Coordinator
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Join to apply for the Administrative & Operations Coordinator role at GlobalTeam Job Title : Administrative & Operations CoordinatorJob Modality : 100% RemoteEmployment Type : Full-TimeIndustry : Healthcare / Operations Support About the Role We are looking for a detail-oriented, proactive, and highly organized professional to join GlobalTeam and support our client in improving operational efficiency across physician scheduling, invoicing, and internal coordination.In this role, you will manage and optimize workflows in ClickUp, coordinate physician schedules, assist with invoicing, and serve as a key communication bridge between the internal team and medical professionals.You'll collaborate closely with physicians, the credentialing specialist, and the operations team to ensure smooth day-to-day operations.Strong experience using ClickUp is required, along with solid administrative and coordination skills.Experience with Google Sheets and healthcare operations is highly valued.Key ResponsibilitiesOversee client invoicing processes, ensuring accuracy and timeliness.Verify and initiate physician payments and reimbursement workflows within Ramp.Upload and maintain vendor profiles in Ramp, including W-9s and compliance documents.Track expenses and reconcile corporate credit card transactions.Support the CFO or leadership team with monthly financial summaries and reporting.Compile and upload physician invoices to the Ramp portal, track their status, and follow up on pending items.Maintain organized spreadsheets, rosters, and invoice summary sheets.Physician Relations & SchedulingServe as the primary liaison between physicians and administration.Manage the physician master schedule, including on / off tracking and coverage adjustments.Communicate clearly with physicians about availability, updates, expectations, and operational changes.Coordinate scheduling to confirm shift coverage and ensure compliance with hospital requirements.Draft and send professional emails, reminders, and updates to physicians and team members.Manage addendum requests with physicians and communicate with hospital administration.Manage and elevate physician complaints to leadership when necessary.Support smooth communication between clients, physicians, and internal departments.Project Management & Process OptimizationMaintain and improve SOPs for all operational areas (finance, credentialing, client communication, and physician relations).Oversee and manage ClickUp project boards, automations, dashboards, task workflows, and reporting for all departments.Assign and follow up on team tasks to ensure deadlines are met.Manage ClickUp tasks: assign due dates, track progress, and maintain recurring task checklists.Build and maintain internal systems that improve communication and accountability across departments.Train and onboard new administrative hires or virtual assistants.Work with leadership to identify capacity gaps and recommend staffing solutions.Organize and facilitate Zoom or Microsoft Teams meetings as needed.Licensing, Credentialing & Compliance OversightCollaborate with the licensing specialist to ensure timely communication with physicians.Work with the credentialing specialist on administrative tasks and documentation.Ensure all files and documents are properly named, stored, and maintained in compliance with internal policies.Systems & IT CoordinationOversee integrations and troubleshooting across ClickUp, Ramp, Google Workspace, and other operational platforms.Ensure smooth cross-platform functionality to support daily operations.Required Skills and ExperienceBachelor's degree or equivalent administrative experience.Strong, hands-on experience with ClickUp (required).Proficient in English (C1 or higher).Strong proficiency with Google Workspace (Sheets, Docs, Drive) and Microsoft Teams / Zoom.Excellent communication, organizational, and time management skills.Proven ability to handle multiple priorities and meet deadlines in a remote setting.Experience working with physicians or in a healthcare-related administrative role is a plus.Bonus Points for Familiarity with Ramp or other invoicing platforms.Experience coordinating schedules for multiple stakeholders.Background in healthcare operations, staffing, or credentialing.What We OfferCompetitive compensation package.Opportunity to work with a growing healthcare organization.Supportive and collaborative remote work environment.Growth opportunities through international exposure.Seniority levelMid-Senior level#J-*****-Ljbffr
