Practice Operations Coordinator

Lockton; Plano (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

Lockton Companies LLC is seeking an experienced operational coordinator to support administrative functions and own key workflows across multiple specialty practices. You will manage intake, data integrity, platform support, and vendor coordination, ensuring service quality and timely delivery.

The role emphasizes governance, reporting, continuous improvement, and collaboration with internal teams and external partners to scale service delivery.

Qualifications

• Bachelor’s degree or equivalent experience in a related field.
• Experience with vendor management, project coordination, workflow administration, operations, or similar roles.
• Strong knowledge of MS Office (Word, Outlook, Excel, PowerPoint).
• Experience with workflow management, data tracking, project coordination, and operational platforms.
• Attention to detail with data accuracy and integrity across multiple systems.
• Ability to work independently and collaborate across teams and partners.
• Strong verbal, written, and interpersonal communication skills.

Responsibilities

• Own intake management, data integrity, workflow administration, and platform support.
• Coordinate vendor-supported workflows and day-to-day operational execution.
• Monitor intake mailboxes and route/triage requests per service standards.
• Identify opportunities to improve operational efficiency and data quality.
• Maintain documentation of communications, issues, and resolutions.
• Ensure accurate data capture across platforms and support reporting needs.
• Input client information into data systems with accuracy.
• Maintain platform hygiene and update records and statuses.
• Provide system support for RFP software and process adherence.
• Coordinate with outside partners to support workflows and deliverables.
• Maintain regular governance with vendors and internal stakeholders.

Skills

Vendor management

Project coordination

Workflow administration

Operations

Business process management

Communication skills

Education

Bachelor’s Degree in Business Administration

Tools

Microsoft Office Suite

Workflow management platforms

Data tracking systems

Job description

Your Responsibilities

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

• 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, elevate 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, 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 supports 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

Qualifications

• Bachelor’s Degree in Business Administration or related field and/or years of experience equivalent
• Experience in vendor management, project coordination, workflow administration, operations, business process management, or a similar role preferred.
• Strong knowledge of Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint)
• Experience working with workflow management, data tracking, project coordination, and operational platforms.
• Strong attention to detail with demonstrated ability to maintain data accuracy and integrity across multiple systems.
• Ability to work independently while collaborating effectively across teams and external partners.
• Strong verbal, written, and interpersonal communication skills with the ability to effectively coordinate across internal stakeholders and external partners.
• Demonstrated ability to document processes, maintain trackers, manage action items, and coordinate work through completion.
• Experience supporting cross-functional, multi-team, or multi-practice operational processes preferred.
• Demonstrated ability to influence outcomes across teams without direct authority
• Proven ability to manage multiple priorities, coordinate requests from various stakeholders, and meet deadlines in a fast-paced environment.
• Understands industry trends and governmental regulations
• Ability to complete continuing education requirements as needed
• Ability to attend company, department, and team meetings as required, including industry training sessions
• Ability to comply with all company policies and procedures, proactively protecting confidentiality of client and company information
• Ability to efficiently organize work and manage time to meet deadlines
• Ability to travel by automobile and aircraft
• Ability to use office equipment such as a computer, keyboard, calculator, photocopier, and facsimile machine.
• Ability to work on a computer for a prolonged amount of time
• Ability to work outside of normal business hours as needed
• Legally able to work in the United States

Lockton Companies LLC is proud to provide everyone an equal opportunity to grow and advance. We strive to cultivate an environment that learns from, celebrates, and thrives because of our breadth of differences. We are committed to fostering a culture where every member of the Lockton family feels valued and accepted as they are and safe to bring their authentic selves to work every single day. At the end of the day, our mission is to ensure that our family can be anyone’s family.