Operations & Systems Coordinator

Operations & Systems Coordinator

Part-Time | Remote | Long-Term
Schedule: Monday–Thursday, 10:30 AM–5:00 PM ET
Pay: $3.00 USD/hour
Hours: Approximately 24 paid hours/week

We are looking for a highly organized, detail-oriented, dependable Operations & Systems Coordinator to support the back-office operations of two U.S.-based companies.

This role is best for someone who is naturally structured, keeps excellent records, follows up consistently, and does not let tasks fall through the cracks.

We are looking for someone who wants to grow with the company long term. We value stability, reliability, and consistency, so this position is best suited for someone seeking a lasting role rather than frequently moving between short-term jobs.

Main Responsibilities

• Manage and monitor tasks in ----------
• Keep boards, records, statuses, and assignments organized
• Follow up on overdue and incomplete tasks
• Make sure important requests are not forgotten
• Assist with intake requests and incoming faxes
• Process onboarding documents and employee verification
• Assist employees with system access, logins, and SimplePractice unlock requests
• Respond to routine employee questions through company chat
• Update employee information on company websites
• Assist clients with Medicaid application paperwork
• Research community resources and partnership opportunities
• Assist with administrative QP workflows
• Review recorded phone calls for quality assurance
• Score employee calls using a QA checklist
• Maintain bail bond records and defendant check-ins
• Update bail bond notes and paperwork
• Assist with permitted payment documentation
• Support bail bond onboarding and administrative processes
• Assist with social-media management
• Review job applicants and help schedule interviews
• Complete daily task and operations follow-up

Requirements

*Must be highly organized**
Excellent spoken and written English**

• Strong attention to detail
• Strong follow-up skills
• Able to manage multiple tasks without becoming disorganized
• Comfortable keeping detailed records and documentation
• Clear, professional phone communication
• Comfortable working with multiple software systems
• Reliable during U.S. Eastern business hours
• Able to work independently
• Comfortable following up with team members regarding incomplete work
• Experience with ---------- , CRM systems, BPO, call QA, healthcare administration, or customer service is preferred

We will train the right person on our specific systems and procedures.

Compensation & Growth

Starting pay is $3.00 USD/hour.

Performance reviews will occur at approximately 30 and 90 days. Opportunities for increased pay and responsibility are based on performance, reliability, organization, English communication, systems knowledge, and the ability to work independently.

Our goal is to hire someone who can become a trusted, long-term member of our operations team.

Required Application Questions

Please answer all questions:

1. How do you personally stay organized when managing many different tasks?
2. How many years of experience do you have in operations, administration, customer service, or virtual assistance?
3. What experience do you have with ---------- *or similar project-management/CRM systems?
4. Have you monitored overdue tasks or followed up with employees to make sure work was completed? Explain briefly.
5. Do you have experience reviewing recorded calls, performing quality assurance, or working in a call center/BPO environment?
6. Have you worked in healthcare, behavioral health, insurance, Medicaid, or another regulated industry?
7. If several employees had overdue tasks at the same time, how would you prioritize and handle them?
8. What software platforms have you used professionally?
9. Are you comfortable speaking with U.S.-based clients, employees, vendors, and community organizations?
10. Are you available Monday–Thursday, 10:30 AM–5:00 PM ET?
11. Are you comfortable starting at $3.00 USD/hour?
12. What are you looking for in your next long-term position?
13. How long did you stay in your last two positions, and why did you leave?

Voice Recording Required

Please submit a 60–90 second voice recording answering:

Tell us about yourself, your experience, and how you stay organized when managing several different responsibilities.”

Applications without complete answers and a voice recording may not be considered.

At the end of your application, write:

SYSTEMS FIRST