Remote AI-Driven Administrative Ops 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

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.