Administrative Professional - Operations, Data & Systems Support

The Administrative Professional – Operations, Data & Systems Support plays a critical role in ensuring the operational efficiency of a growing medical services organization. This position provides comprehensive administrative, data, and systems support across internal teams and external client operations.

The role is highly detail-driven and focuses on data accuracy, onboarding support, technology systems management, and operational documentation. The ideal candidate is organized, tech-savvy, and comfortable working across multiple platforms that support the delivery of high-quality medical services.

Key Responsibilities

General Administrative & Operational Support

• Perform a wide range of administrative duties, including scheduling, correspondence, filing, and document management
• Prepare, edit, and format internal documents, forms, and reports
• Maintain equipment inventory and coordinate purchasing with vendors
• Handle confidential information with professionalism and discretion
• Support internal meetings, company events, and communications

Data Entry & Data Management

• Accurately enter, verify, and maintain employee, client, and operational data across multiple systems

• Manage and update data within core platforms, including:

• CRM systems (e.g., HubSpot, Salesforce, or equivalent)

• Scheduling and workforce platforms (e.g., Deputy, Workforce)

• HR and payroll systems (e.g., Employee Navigator, QuickBooks)

• Conduct regular data audits to ensure accuracy, completeness, and consistency

• Maintain data security and confidentiality in compliance with HIPAA and organizational policies

Cross-Departmental Administrative Support

Human Resources

• Support administrative onboarding and offboarding processes
• Maintain employee records, certifications, licenses, and compliance documentation
• Track credential and training expiration dates

Finance & Accounting

• Assist with invoice tracking, expense reports, and purchase order documentation
• Maintain vendor contract records and payment schedules
• Support expense reconciliation and accounting data entry
• Coordinate vendor billing inquiries and payment follow-ups

Clinical Services

• Support clinical operations with scheduling, documentation, and data entry
• Maintain logs for medical supplies and equipment
• Coordinate purchasing and inventory with vendors

Client Relations / Business Development

• Support customer onboarding and maintain documentation for new and existing clients
• Enter and update client records in CRM and workflow systems

Operations & Compliance

• Support data collection and reporting for key performance indicators (KPIs)
• Assist with operational documentation and compliance tracking

Technology & Systems Support

• Serve as an administrator for business tools, managing user access and permissions
• Support rollout and adoption of new technology platforms
• Provide basic system support and user guidance as needed
• Maintain internal process documentation and system resource guides

Qualifications

Education & Experience

• 3+ years of experience in administrative, data management, or operations support roles
• Experience with EHR systems, CRM platforms, and scheduling software strongly preferred

Skills & Competencies

• Exceptional attention to detail and data accuracy
• Proficiency in Microsoft Office Suite
• Strong organizational, multitasking, and follow-up skills
• Excellent written and verbal communication abilities
• Tech-savvy, adaptable, and quick to learn new systems
• High level of professionalism, discretion, and integrity

Requirements

This is a full time role

Up to $6/hr

100% Remote