Administrative & Operations Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a U.S.-based Applied Behavior Analysis (ABA) therapy provider delivering structured, compliance-driven services to families and clinical teams. The organization operates with a strong focus on process accuracy, documentation integrity, and operational consistency, relying on clearly defined systems and workflows to support long-term client care and internal coordination.

Location

Fully-Remote (Work from Home) | 9 AM - 5 PM EST

Role Overview

The Administrative & Operations Assistant will manage the end-to-end administrative and operational lifecycle of the organization, ensuring accuracy, compliance, and consistency across client intake, insurance authorizations, clinical records, HR workflows, and payroll preparation.

This role is highly detail-oriented and process-driven. The Coordinator will follow a structured training manual and work daily across multiple systems to ensure that no step is missed from a client’s first inquiry through the start of care and ongoing service delivery.

This role will begin at 30 hours per week, with the potential to increase to 40 hours as responsibilities expand.

Key Responsibilities

End-to-End Authorization & Insurance Management

• Verify client benefits, eligibility, and ABA coverage through U.S. insurance providers and payer portals

• Own and track the full authorization lifecycle, from submission through approval

• Ensure services are never delivered without an active authorization

Full-Cycle Client Intake

• Manage the new client pipeline from initial inquiry phone call to start of care

• Send, track, and manage digital intake forms and questionnaires

• Audit submitted documentation for completeness and follow up with parents as needed

Clinical Record Auditing

• Perform daily audits of clinical notes against scheduled sessions

• Verify accuracy of billed time, CPT codes, and documentation quality

• Identify and resolve discrepancies before they result in billing issues

HR & Credentialing Workflow

• Support hiring and onboarding processes by organizing and uploading personnel documentation

• Maintain up-to-date employee profiles and credentials within internal systems

• Track credential expirations and notify staff in advance of renewal deadlines

Payroll Preparation

• Review and reconcile employee hours on a biweekly basis

• Separate billable and non-billable time accurately

• Identify and flag discrepancies prior to payroll processing

Qualifications

Experience

• Experience supporting administrative, operations, or coordination roles in a process-driven environment

• Experience working with insurance verification, authorizations, or compliance-based workflows

• Background supporting healthcare, therapy, or clinical operations is relevant

Skills

• Fluent English communication skills, written and verbal

• Strong ability to learn and navigate multiple software platforms

• Expert-level organization and process tracking skills

• Exceptional attention to detail and accuracy

• High reading comprehension and ability to follow step-by-step procedures precisely

• Ability to manage multiple ongoing tasks without losing visibility

What Success Looks Like

• Families experience clear, compassionate, and supportive communication at every touchpoint.

• Administrative processes, documentation, and follow-ups are handled accurately and on time.

• Internal systems remain organized, reliable, and easy for the team to access.

• Strong relationships are built with families, providers, and internal staff based on trust and care.

Opportunity

This role offers the opportunity to become a long-term, core member of a growing healthcare organization. You will gain deep exposure to U.S.-based healthcare operations, work closely with structured systems and processes, and play a critical role in ensuring compliance, accuracy, and operational continuity across the business.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets