Administrative Operations Coordinator

HelloHero; United States; Remote; USD 55,000 - 75,000; Full time

Job summary

HelloHero is seeking an Administrative Operations Coordinator to support a fast-paced, remote team. The role emphasizes initiative, independence, and leveraging AI tools to streamline processes.

You will handle therapist and client administration, systems tasks, and cross-functional support, adapting to evolving needs as the company grows.

The ideal candidate is organized, detail-oriented, and comfortable owning tasks from start to finish in a dynamic environment.

Qualifications

• Must be a true self-starter who can work independently.
• Able to manage multiple tasks and shifting priorities.
• Detail-oriented with strong organizational skills.
• Comfortable using AI tools to improve processes.

Responsibilities

• Prepare and send therapist offer letters.
• Coordinate internal communications when therapist positions are filled.
• Set up email accounts and basic systems access for new therapists.
• Complete client agreements using established templates.
• Send agreements for signature and track completion.
• Maintain organized records of agreements and related documentation.
• Manage the Google Admin environment, including user accounts.
• Assist with Q-global assessment assignments and related questions.
• Learn and support other systems and platforms used by the company.
• Identify ways to make recurring administrative processes more efficient.

Skills

Initiative

Resourcefulness

Adaptability

Organizational skills

Self-starter

Multitasking

Tools

Google Admin

Q-global

AI tools

Job description

Administrative Operations Coordinator

This is a remote position.

We are looking for a highly organized, fast-paced, resourceful, and self-directed Administrative Operations Coordinator to support our growing team.

This is a fast-paced role where priorities can shift quickly, multiple tasks need attention at once, and new challenges come up regularly. We need someone who can multitask, adapt quickly, and keep things moving without needing constant direction. Our processes and needs will continue to evolve, so we're looking for someone who takes initiative, uses AI tools to work smarter and solve problems, and can take ownership of responsibilities from start to finish. The ideal candidate is comfortable figuring things out independently, managing competing deadlines, and finding ways to make our operations more efficient.

What You'll Do

Responsibilities will include, but are not limited to:

Employee & Therapist Administration

• Prepare and send therapist offer letters
• Coordinate internal communications when therapist positions are filled
• Set up email accounts and other basic systems access for new therapists

Client & Agreement Administration

• Complete client agreements using established templates and processes
• Send agreements for signature and track completion
• Maintain organized records of agreements and related documentation
• Follow up on outstanding signatures or administrative items

Systems & Technology Administration

• Manage the Google Admin environment, including user accounts and basic administrative tasks
• Assist with Q-global assessment assignments and related questions
• Learn and support other systems and platforms used by the company
• Help identify ways to make recurring administrative processes more efficient

General Administrative & Operational Support

• Coordinate administrative projects and requests across different areas of the business
• Manage recurring processes and ensure tasks are completed accurately and on time
• Keep track of multiple priorities, deadlines, and follow-ups
• Take on new responsibilities as company needs change and grow

What We're Looking For

The most important qualities for this role are initiative, resourcefulness, adaptability, and strong organizational skills.

We are looking for someone who:

• Is a true self-starter who can work independently with minimal direction
• Thrives in a fast-paced environment and can comfortably manage multiple tasks and competing priorities
• Knows how to prioritize, stay organized, and follow through when several things are happening at once
• Takes ownership of tasks from start to finish rather than waiting for the next instruction
• Is resourceful and willing to research, troubleshoot, and find solutions independently
• Communicates clearly and knows when to make a decision versus when to ask for clarification
• Learns new software and systems quickly
• Pays close attention to detail without losing sight of deadlines and bigger priorities
• Handles confidential and sensitive information appropriately
• Enjoys improving processes and finding better ways to get things done
• Is comfortable with responsibilities changing and expanding as the company grows

AI & Technology Skills

AI proficiency is a major priority for this role. We want someone who actively looks for ways to use AI to work more efficiently, solve problems, and take on tasks that might otherwise require significant manual effort.

Experience with Claude Cowork, Claude Skills, ChatGPT Skills, ChatGPT Workspace Agents, or similar AI tools is strongly preferred.

We're looking beyond basic AI use, such as asking ChatGPT to write an email. We want someone who understands how to use AI to research unfamiliar topics, troubleshoot issues, organize information, manage multistep tasks, create repeatable workflows, and improve existing processes.

Experience building or using AI skills, agents, automations, or other repeatable workflows is a significant plus. Just as importantly, candidates should be curious about new tools and comfortable experimenting with AI to find practical solutions.

The Right Person for This Role

The right person is someone who can receive a goal, figure out the steps needed to achieve it, and get it done without needing someone to walk them through every detail.

They can switch between priorities without losing track of what needs to be completed, recognize when something needs attention, and use available resources, including AI, to find answers and solve problems. They also know when to ask thoughtful questions and when to take the initiative to move forward independently.

We're looking for someone who doesn't just complete tasks, but actively looks for ways to make the work easier, faster, and more efficient.