Business Development Administrative Coordinator - Remote

American Addiction Centers; Brentwood (TN); Remote; USD 45,000 - 65,000; Full time

Job summary

A leading healthcare organization is seeking an Administrative Coordinator to support business development initiatives and operational efficiency. This role emphasizes communication, relationship management, and patient experience enhancement in a dynamic environment. Join a team dedicated to providing innovative care to individuals battling addiction and mental health issues.

Benefits

401K with company matching

Medical, dental, and vision insurance

Life insurance

Qualifications

• 3-5 years of relevant experience in healthcare administration or business development.
• Proficient in Salesforce or similar CRM platforms.
• Exceptional written and verbal communication skills.

Responsibilities

• Serve as the point of contact between departments and facilitate clear communication.
• Monitor pending admissions and assist in expediting referral processing.
• Manage scheduling and logistics of team meetings and events.

Skills

Communication

Organizational Skills

Customer Service

Project Management

Education

Bachelor’s degree in healthcare administration, business, communications, or a related field

Tools

Salesforce

Microsoft Office

Google Workspace

Job description

Overview

Company Summary

If you are searching for a fulfilling place to develop your career and an opportunity to make a difference in helping others, then keep reading on. Here at AAC, we have a progressive culture; we listen to your ideas, value a work/life balance, invest in education, and we foster trust and respect for all individuals. Our exceptional comp and strong benefits include company matching 401K, medical, dental, vision and life insurance. We are looking for our future leaders, who are not only going to fill the qualifications for this job description, but who are going to exceed expectations. Be a part of a team whose mission is to provide quality, compassionate, and innovative care to adults struggling with addiction and co-occurring mental health disorders. Our purpose and passion are to empower patients, their families, and our communities by helping individuals achieve recovery and optimal wellness of the mind, body, and spirit.

Responsibilities

Position Summary

The Administrative Coordinator supports the operational and strategic goals of the Business Development (BD) team by serving as a liaison between AAC’s internal departments, referral sources, call center, and treatment facilities.

Reporting to the VP, Business Development, this role combines administrative coordination, communication oversight, and project support to help streamline workflows, optimize patient and referent experiences, and ensure high-quality business development outcomes. The ideal candidate is organized, proactive, and committed to service excellence.

Job Duties

Cross-Functional Coordination & Communication

• Serve as the point of contact between Business Development, call center teams, and facility operations.
• Facilitate clear and timely communication across departments to resolve inquiries and coordinate service delivery.
• Participate in internal meetings and follow up on action items assigned by BD leadership.
• Monitor and communicate facility changes, programming updates, and capacity information to the BD team.

Referral & Admission Support

• Monitor pending admissions, flag potential barriers, and assist in expediting referral processing in alignment with protocol.
• Ensure completion of necessary documentation and release forms at time of admission, as directed by BD.
• Track patient progress and collaborate with facility and BD staff to support step-down planning, extensions of stay, and referent communications.
• Assist in managing relationships with external referents, families, and potential clients with concierge-level service.

Reporting, Technology & CRM Administration

• Utilize Salesforce and other AAC systems to track leads, document outreach activities, and generate reports.
• Compile facility and team performance metrics in standardized formats (weekly/monthly), ensuring data accuracy and visibility.
• Coordinate with the VP of BD to support reporting needs for leadership, presentations, and business planning.
• Maintain digital files and shared resources (marketing materials, project timelines, contact lists, etc.).

Business Development Operations & Event Logistics

• Manage the scheduling and logistics of team meetings, conferences, events, and facility tours.
• Support inventory and distribution of branded materials and marketing collateral.
• Assist with planning and logistics for BD events and strategic initiatives in assigned markets.
• Ensure adherence to budget, expense policies, and timely submission of expense reports through Expensify.

Relationship Management & Client Experience

• Help build relationships with new and existing community partners by supporting reciprocity, touchpoints, and protocol adherence.
• Identify opportunities to enhance the patient and referent experience, especially during admission, treatment, and discharge processes.
• Participate in interventions and rapport-building efforts to reduce AMA discharges and support continuity of care.
• Represent AAC with professionalism and service excellence in all interactions.

Qualifications

Qualifications

Experience & Industry Knowledge

• Minimum of 3 - 5 years of relevant experience in healthcare administration, business development, or behavioral health operations, preferably in a fast-paced, client- or referral-driven environment.
• Strong understanding of behavioral health, levels of care, and best practices for treating substance use and co-occurring disorders.
• Familiarity with sales operations, client relations, or referral-based business environments is preferred.
• Bachelor’s degree in healthcare administration, business, communications, or a related field is preferred but not required; equivalent experience will be considered.

Communication & Interpersonal Skills

• Exceptional written and verbal communication skills; able to convey information with professionalism and clarity.
• Demonstrated ability to interface across all levels of the organization - from executive leadership to front-line clinical teams.
• Proven customer service mindset with the ability to build trust and rapport with clients, families, and community partners.

Technology, Reporting & Systems Proficiency

• Proficient in Salesforce or similar CRM platforms with the ability to navigate and manage workflows effectively.
• Comfortable using Microsoft Office or Google Workspace tools for communication, analysis, and coordination.
• Skilled in generating and interpreting operational and referral data to support business planning and outreach strategy.

Project & Time Management

• Highly organized and detail-oriented with the ability to manage competing priorities in a dynamic, fast-paced setting.
• Self-directed and able to work independently while maintaining accountability and collaboration across teams.
• Capable of balancing strategic coordination with day-to-day execution and follow-through.

Professionalism & Work Style

• Displays sound judgment, discretion, and professionalism in all business interactions.
• Flexible, adaptable, and responsive to after-hours needs, including evenings and weekends, based on referral activity.
• Team-oriented with a strong sense of ownership and accountability for results.

Physical Requirements

“AAC is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws”

• Prolonged sitting at a desk
• Must be able to lift 15 pounds at a time

Certifications and Licenses

• Valid Driver’s License and ability to pass an MVR check
• Substance abuse/counseling specific credential preferred

Other Work Requirements

• This position requires a flexible work schedule to align with the dynamic nature of patient referrals and business development needs.
• Responsiveness outside of standard business hours - including evenings and weekends - is expected to ensure continuity of care and coordination with internal teams, facilities, and referents.

American Addiction Centers is an equal opportunity employer. American Addiction Centers prohibit employment practices that discriminate against individuals or groups of employees on the basis of age, color disability, national origin, race, religion, sex, sexual orientation, pregnancy, veteran or military status, genetic information or any other category deemed protected by state and/or federal law.