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Role: People Ops Coordinator

Priority Location:South Africa / Latin America / Philippines

Working Hours: 9:00 AM – 5:00 PM EST

Salary Range: Market related

Type of contract: Independent Contractor

Type of job: Remote

About the Role: The Coordinator is expected to independently handle routine processes, provide approved information, maintain accurate records, drive follow-up, and escalate when a matter requires clinical, legal, financial, managerial, or functional authority.

Priority order for the role

First: People operations and frontline clinician or employee support, especially leave, PTO, benefits, payroll questions, records, and lifecycle administration.
Second: Clinician-support triage, case tracking, communication, and follow-through across the correct operational owners.
Third: Recruiting coordination and candidate support for clinical and nonclinical roles.
Always: Process improvement, documentation, accuracy, confidentiality, and no-surprises communication.

Key Responsibilities:

1. Frontline people and clinician support

Serve as a responsive first point of contact for routine clinician and employee questions involving payroll, benefits, PTO, sick time, leave, people policies, onboarding, offboarding, and related administrative processes.
Use approved policies, resources, and subject-matter experts to provide accurate next steps. Do not guess when the answer is uncertain.
Log, categorize, acknowledge, route, and track requests so the company can see open items, accountable owners, status, and aging.
Follow through until the person receives a complete answer or the underlying action is verified as complete.
Communicate with empathy and professionalism without promising outcomes outside your authority.

2. Clinician-support triage and closure

Triage clinician questions involving operations, credentialing, revenue cycle, scheduling, technology, people administration, or clinical leadership to the correct owner.
Maintain ownership of communication and tracking until the responsible function closes the issue.
Identify recurring questions, handoff failures, and administrative pain points, then surface patterns to the Senior Director, Clinician Operations with evidence.
Maintain and improve approved FAQs, guides, templates, and self-service resources so repeated questions decline over time.
Escalate urgent, sensitive, or high-risk matters promptly under established protocols.

3. Leave and PTO administration

Own the administrative handling of leave requests from initial notice through return to work.
Administer PTO, sick time, and other leave processes in accordance with approved policies and applicable guidance.
Explain process steps, documentation requirements, deadlines, and next actions clearly.
Coordinate FMLA and applicable federal, state, and local leave administration using approved resources and external expertise as needed.
Track dates, documentation, approvals, balances, deadlines, communications, and return-to-work requirements.
Coordinate with payroll, benefits, managers, and leadership to ensure leave administration is accurate and consistent.

4. Benefits and payroll support

Support day-to-day administration of health and welfare benefits, including eligibility, enrollment, qualifying life events, terminations, and coverage questions.
Work with brokers, carriers, payroll systems, and internal owners to resolve administrative issues.
Serve as a resource for paycheck, deduction, PTO-balance, and other payroll-related questions.
Research discrepancies, document findings, communicate status, and coordinate through verified resolution.
Ensure approved employee changes affecting payroll or benefits are transmitted and processed accurately.

5. People records and lifecycle administration

Support onboarding, offboarding, employment or contractor status changes, and other people-administration events.
Maintain accurate and current information in the HRIS and related systems so they remain reliable sources of truth.
Manage required documents, acknowledgments, deadlines, and records with strong confidentiality and version control.
Coordinate administrative handoffs among recruiting, managers, IT, payroll, benefits, operations, and other owners.
Handle sensitive employee and clinician information with discretion and appropriate access controls.

6. Recruiting and hiring coordination

Support recruiting for clinical and nonclinical roles based on priorities established by recruiting leadership.
Conduct candidate outreach and initial screening as assigned.
Coordinate interviews, maintain timely candidate communication, and keep recruiting pipelines accurate and moving.
Partner with hiring managers on scheduling, documentation, feedback collection, and process follow-through.
Coordinate offers and the administrative transition from candidate to new hire or contractor.
Identify opportunities to improve recruiting workflows and the candidate experience.

7. Process improvement, documentation, and technology

Build and maintain trackers, templates, workflows, checklists, and resources where visibility or consistency is weak.
Identify why recurring administrative issues occur and help implement practical fixes.
Support implementation and optimization of HR, recruiting, support, and workflow systems.
Use automation and AI-enabled tools appropriately to reduce repetitive work, improve accuracy, draft communications, and surface patterns, while preserving confidentiality and required human review.
Maintain proactive, no-surprises communication when deadlines, risks, or unresolved dependencies could affect others.

Qualifications:

Relevant experience: At least two years of success in people operations, HR administration, healthcare or provider operations, recruiting coordination, employee support, customer operations, or another confidential, deadline-driven service role.
Experience working in the healthcare or clinical industry is required
Functional exposure: Direct experience in at least 2 of the following: leave administration, benefits, payroll support, HRIS or records, recruiting coordination, provider support, or employee lifecycle administration.
Exceptional organization: The ability to manage many people, requests, deadlines, documents, and open items without losing visibility.
Judgment: You know what you can handle independently, what requires research, and what must be escalated immediately.
Follow-through: You close loops, verify completion, and do not assume that sending a message resolves the issue.
Resourcefulness and learning speed: You can find reliable answers, learn new systems quickly, and operate effectively without already knowing every policy.
Communication: Clear, tactful, and direct communication with clinicians, employees, candidates, managers, and external partners.
Accuracy and discretion: A high standard for confidential information, records, payroll, benefits, leave, and employee communications.
Technology comfort: The ability to learn new platforms and use automation or AI tools responsibly to improve work.
Adaptability: Comfort in a growing organization where processes continue to evolve, without using change as an excuse for disorganization.

People Ops Coordinator - 64519530039