Practice Operations Coordinator

Support the delivery of administrative functions while serving as the primary coordinator of operational workflows. This role owns intake management, data integrity, workflow administration, platform support, vendor coordination, and day-to-day operational execution across multiple specialty practices. The position serves as the primary business owner for key operational platforms and vendor-supported workflows, ensuring efficient processing, service delivery, visibility, accountability, and quality of work. The role is responsible for operational governance, workflow performance monitoring, reporting, vendor coordination, and continuous improvement initiatives that support efficient and scalable service delivery across the practice

Your Responsibilities

• Serves as the day-to-day business owner for numerous key operational platforms and vendor-supported workflows.

• Monitors and manages Specialty Practice intake mailboxes as assigned, ensuring timely review, triage, routing, and response to incoming requests.

• Serves as a central point of coordination for intake workflow management, ensuring requests are assigned, tracked, and resolved in accordance with established service standards.

• Identifies opportunities to improve operational efficiency, workflow effectiveness, and data quality.

• Responds to team inquiries, maintains documentation of communications, existing issues, and issue resolutions.

• Ensures accurate and timely data capture across operational platforms, maintaining data integrity and supporting reporting needs.

• Inputs Client information into data management system, ensuring accuracy and completeness

• Maintains day-to-day tracking platform administration and hygiene, including updating records, monitoring workflow status, and ensuring data quality.

• Provides day-to-day administration and user support for RFP software, including system updates, troubleshooting, and process adherence.

• Coordinates activities with outside partners to support operational workflows, manage open items, facilitate timely completion of deliverables, escalate issues when needed, and maintain accountability for service delivery expectations.

• Maintains regular operating rhythms with vendor partners and internal stakeholders, including recurring meetings, action-item tracking, workflow reviews, escalation paths, and documentation of decisions.

• Acts as a central communication point between internal teams and external partners, ensuring priorities, expectations, timelines, requirements, and deliverables are clearly communicated and understood.

• Tracks project status, monitors open items, dependencies, and deliverables, and provides regular updates to stakeholders to ensure work progresses efficiently, risks are identified early, and deadlines are met.

• Reviews workflow outputs, data updates, and vendor-supported deliverables for accuracy, completeness, consistency, and adherence to established processes and service expectations.

• Executes and maintains standard operating procedures (SOPs), workflows, process documentation, training materials, operational checklists, and user guidance to ensure consistency, quality, and compliance with established processes.

• Supports the development and tracking of operational metrics, turnaround times, workflow performance indicators, and process improvement opportunities.

• Maintains visibility into operational performance and proactively escalates risks, bottlenecks, capacity constraints, and service issues

• Produces or support in management of operational reports, dashboards, and workflow summaries to provide leadership visibility into workload, turnaround times, vendor performance, and service delivery metrics.

• Identifies opportunities to leverage technology, automation, and process enhancements to reduce manual effort and improve operational efficiency

• Performs other responsibilities and duties as needed