Job Type: Full-Time
Location: Remote (Mexico)
Schedule: Monday–Friday (Aligned with U.S. Business Hours – Eastern Time Preferred)
English Requirement: C1+ Professional Fluency Required

About the Opportunity

We are seeking a Healthcare Operations & Administrative Coordinator to support the daily operations of a growing Applied Behavior Analysis (ABA) healthcare practice.

This role goes far beyond traditional administrative support. We are looking for someone who can become a true operational partner—someone who takes ownership, proactively identifies opportunities for improvement, builds systems, and helps leadership create a more efficient organization.

The ideal candidate is highly organized, resourceful, technologically savvy, and comfortable working independently. Rather than simply completing assigned tasks, you'll be expected to identify gaps, improve workflows, enforce company policies professionally, and support the continued growth of the practice.

Success in this role requires strong administrative experience, excellent communication skills, sound judgment, and the ability to continuously improve operational processes while maintaining exceptional client service.

Key ResponsibilitiesHealthcare Administrative Operations

- Manage day-to-day administrative operations for a growing ABA practice.
- Maintain organized client documentation and administrative records.
- Support client onboarding and administrative intake processes.
- Coordinate internal administrative workflows across departments.
- Assist leadership with operational priorities and administrative projects.
- Ensure administrative tasks are completed accurately and efficiently.

Process Improvement & System Development

- Identify inefficiencies within current workflows and administrative processes.
- Develop solutions that improve operational efficiency.
- Create new administrative systems and workflows when gaps are identified.
- Draft, update, and maintain Standard Operating Procedures (SOPs).
- Recommend improvements that help scale the organization.
- Present new ideas and process improvements to leadership proactively.

Client, Family & Insurance Communication

- Serve as a professional point of contact for clients, families, and insurance providers.
- Make outbound calls regarding documentation, scheduling, authorizations, and administrative matters.
- Professionally communicate company policies regarding attendance, cancellations, and administrative requirements.
- Follow up on outstanding documentation and required information.




- Maintain excellent customer service while confidently enforcing company policies.

Healthcare Documentation & Compliance

- Assist with maintaining accurate client records within healthcare software platforms.
- Upload and organize treatment plans, insurance documents, authorizations, and client files.
- Support administrative compliance with HIPAA standards.
- Coordinate documentation with billing and insurance teams.
- Ensure administrative documentation remains complete and organized.

Technology & Administrative Systems

- Navigate multiple healthcare software platforms efficiently.
- Utilize Google Workspace to organize documentation and communication.
- Learn new software platforms quickly with minimal supervision.
- Maintain organized digital records and shared resources.
- Support implementation of new administrative technologies and workflows.

Operational Support & Executive Assistance

- Track action items discussed during meetings and conversations.
- Maintain organized task lists and ensure follow-through on assignments.
- Conduct research and gather information to support operational decisions.
- Assist with special projects and evolving business initiatives.
- Adapt quickly to changing priorities within a growing healthcare organization.

Required Qualifications

- 3+ years of experience in healthcare administration, healthcare operations, medical office administration, or a similar administrative leadership role.
- Professional English proficiency (C1 or higher).
- Strong organizational and time management skills.
- Exceptional written and verbal communication.
- Ability to work independently with minimal supervision.
- Strong critical thinking and problem-solving abilities.
- Experience managing multiple priorities simultaneously.
- High attention to detail and follow-through.
- Comfortable working with confidential healthcare information.
- Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar).
- Reliable internet connection and professional home office setup.

Preferred Qualifications

- Experience working in Applied Behavior Analysis (ABA), behavioral health, pediatric therapy, or healthcare services.
- Familiarity with Electronic Health Record (EHR/EMR)



systems.
- Experience working with insurance documentation and authorizations.
- Experience creating SOPs and operational documentation.
- Previous experience improving workflows or administrative systems.
- Experience supporting healthcare providers or clinical teams.
- HIPAA compliance experience.
- Experience using platforms similar to Passage Health, Waystar, or other healthcare management systems.

Ideal Candidate Profile

- Naturally proactive and solutions-oriented.
- Takes ownership rather than waiting for direction.
- Identifies problems and proposes improvements independently.
- Highly organized with exceptional attention to detail.
- Comfortable making professional phone calls to clients, families, and insurance companies.
- Confident enforcing company policies while maintaining professionalism and empathy.
- Quick learner who adapts easily to new technology.
- Resourceful, dependable, and accountable.
- Thrives in a fast-paced environment with evolving responsibilities.
- Committed to continuous improvement and operational excellence.

Success Metrics

- Administrative tasks completed accurately and on time.
- SOPs created and operational improvements implemented.
- Documentation accuracy and organization.
- Timely follow-up with clients, families, and insurance providers.
- Reduction in administrative bottlenecks and process inefficiencies.
- Leadership satisfaction with initiative, ownership, and execution.
- Consistent adherence to HIPAA and administrative compliance standards.
- Contribution to the company's operational growth and scalability.

⚠ Important: This Is a Proactive Healthcare Operations Role

This position is idóneo for professionals who enjoy building systems, improving processes, and taking ownership of administrative operations.

Candidates should expect to spend their workday managing healthcare administration, communicating with clients and insurance providers, improving internal workflows, creating documentation, supporting leadership, and identifying opportunities to make the business more efficient.

This is not a task-based administrative assistant position. We are seeking someone who thinks like an operations professional—someone who solves problems, takes initiative, and contributes to the long-term growth of the organization by creating structure, improving efficiency, and executing with minimal supervision.

Sueldo: $20,000.00 al mes

Experiencia:

- Healthcare Management: 3 años (Deseable)

Lugar de trabajo: Empleo remoto

📌 Healthcare Operations & Administrative Coordinator (México)
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📍 México