Administrative Coordinator

We’re looking for an Administrative Coordinator who can bring structure, clarity and consistency to a high-volume pediatric therapy practice. This role sits at the center of scheduling, client onboarding and day-to-day operational workflow, acting as the first point of contact for families and a key support partner for clinicians.

You’ll manage intake, insurance benefit reviews, scheduling, communication and operational follow-through. You’ll also play a direct role in ensuring an organized and positive experience for families moving through evaluations and ongoing therapy. With the current coordinator preparing for maternity leave, we are hiring someone who can start in January to allow two to three months of hands-on training before stepping into full ownership.

If you are organized, proactive and comfortable operating in a fast-moving environment where accuracy and warmth matter equally, this role is a strong fit.

Why You’ll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Up to 14 days of Paid Time Off annually (starting Day 1)
• Observance of Holidays based on your location
• 100% remote setup with flexibility to work where you perform best
• Work within a mission-driven pediatric therapy center supporting children and families
• Opportunity to support a multidisciplinary team across OT, PT, Speech, DIR/Floortime, ABA and more

What You’ll Work On

Client Intake and Onboarding

• Create new client accounts and ensure accurate entry of all intake details
• Review insurance benefits with families, including deductibles, visit limits and authorization requirements
• Ensure all pre-evaluation paperwork is completed accurately and submitted on time

Scheduling and Coordination

• Schedule and reschedule evaluations and therapy sessions using the practice EMR
• Communicate with clinicians and families to confirm appointments, address conflicts and manage updates
• Track missed appointments, cancellations and open scheduling needs

Client Communication and Support

• Manage incoming phone, text and email communication with clear, timely responses
• Direct inquiries to the appropriate department when needed
• Support families in navigating insurance questions, therapy logistics and onboarding steps

Operational Administration

• Maintain organized records of communication, scheduling updates and paperwork status
• Coordinate with administrative and clinical teams to support smooth client flow
• Provide operational support for processes tied to evaluations, renewals and ongoing therapy

Process and Workflow Improvement

• Identify gaps or inefficiencies in intake, scheduling or communication workflows
• Propose improvements that help the team move faster and reduce friction for families
• Maintain organized documentation and updated SOPs for daily operations

What You Bring

• Strong organizational and multi-tasking abilities
• Warm, confident communication skills with an ability to support families thoughtfully
• High follow-through, resourcefulness and a proactive mindset
• Tech-savvy and comfortable learning new systems quickly
• Experience with EMR systems is a strong advantage
• Calm under pressure and able to manage multiple operational streams at once
• Natural problem-solver who thrives in dynamic, service-oriented environments
• Bachelor’s degree preferred

Nice to Have

• Experience in healthcare administration, therapy practices or client services
• Background working in high-touch, fast-paced environments
• Familiarity with clinical scheduling workflows or insurance processes

How to Apply

Please include:

1. Your updated resume
2. A short 1–2 minute Loom video introducing yourself and describing your experience in scheduling, client communication or administrative coordination

Only complete applications with a Loom video will move forward.

If you take pride in staying organized, supporting families and keeping daily operations running smoothly, this role gives you the opportunity to make an immediate impact inside a mission-driven pediatric therapy practice.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.