Healthcare Operations & Admin Coordinator

hellocare.ai; Clearwater (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Professional development

Collaborative work environment

Job summary

hellocare.ai is seeking a proactive Operations & Administration Assistant to join our Clearwater, FL team. You will support daily operations, coordinate calendars, manage vendor relationships, onboarding/offboarding, and assist with light accounting tasks using QuickBooks.

The role offers growth across operations and business functions within a fast-growing healthcare technology company. This on-site position reports to the Office Lead and involves collaboration across departments.

Qualifications

• Associate’s degree or coursework in Business Administration, Operations Management, Office Management, or related field (Bachelor’s degree preferred).
• 1–4 years of experience in administrative support, office operations, business operations, or related role.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Familiarity with QuickBooks or similar accounting software preferred.

Responsibilities

• Support day-to-day office operations and ensure administrative processes are running efficiently.
• Manage incoming calls, emails, mail, and general office correspondence.
• Maintain organized digital and physical filing systems, records, and documentation.
• Coordinate calendars, meetings, conference rooms, travel arrangements, and company events.
• Order, track, and maintain office supplies, equipment, and vendor relationships.
• Assist with onboarding and offboarding processes, including workstation setup, documentation, and coordination with internal teams.
• Support operational projects and process improvement initiatives across departments.
• Help prepare reports, presentations, and internal communications.
• Track and maintain operational records, policies, and company documentation.
• Serve as a key point of contact for general administrative and operational inquiries.

Skills

Microsoft Office Suite

Multitasking

Teamwork

Communication

Education

Associate’s degree or coursework in Business Administration/Operations

Bachelor’s degree preferred

Tools

QuickBooks

Collaboration tools

Job description

hellocare.ai is seeking a proactive Operations & Administration Assistant to join our Clearwater, FL team. You will support daily operations, coordinate calendars, manage vendor relationships, onboarding/offboarding, and assist with light accounting tasks using QuickBooks.

The role offers growth across operations and business functions within a fast-growing healthcare technology company. This on-site position reports to the Office Lead and involves collaboration across departments.