People Ops Coordinator - 64519530039

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Role: People Ops Coordinator

Priority Location:South Africa / Latin America / Philippines

Working Hours:  9:00 AM – 5:00 PM EST 

Salary Range: Market related

Type of contract: Independent Contractor 

Type of job: Remote

About the Role: The Coordinator is expected to independently handle routine processes, provide approved information, maintain accurate records, drive follow-up, and escalate when a matter requires clinical, legal, financial, managerial, or functional authority.

• First: People operations and frontline clinician or employee support, especially leave, PTO, benefits, payroll questions, records, and lifecycle administration.
• Second: Clinician-support triage, case tracking, communication, and follow-through across the correct operational owners.
• Third: Recruiting coordination and candidate support for clinical and nonclinical roles.
• Always: Process improvement, documentation, accuracy, confidentiality, and no-surprises communication.

Key Responsibilities:

• Serve as a responsive first point of contact for routine clinician and employee questions involving payroll, benefits, PTO, sick time, leave, people policies, onboarding, offboarding, and related administrative processes.
• Use approved policies, resources, and subject-matter experts to provide accurate next steps. Do not guess when the answer is uncertain.
• Log, categorize, acknowledge, route, and track requests so the company can see open items, accountable owners, status, and aging.
• Follow through until the person receives a complete answer or the underlying action is verified as complete.
• Communicate with empathy and professionalism without promising outcomes outside your authority.

• Triage clinician questions involving operations, credentialing, revenue cycle, scheduling, technology, people administration, or clinical leadership to the correct owner.
• Maintain ownership of communication and tracking until the responsible function closes the issue.
• Identify recurring questions, handoff failures, and administrative pain points, then surface patterns to the Senior Director, Clinician Operations with evidence.
• Maintain and improve approved FAQs, guides, templates, and self-service resources so repeated questions decline over time.
• Escalate urgent, sensitive, or high-risk matters promptly under established protocols.

• Own the administrative handling of leave requests from initial notice through return to work.
• Administer PTO, sick time, and other leave processes in accordance with approved policies and applicable guidance.
• Explain process steps, documentation requirements, deadlines, and next actions clearly.
• Coordinate FMLA and applicable federal, state, and local leave administration using approved resources and external expertise as needed.
• Track dates, documentation, approvals, balances, deadlines, communications, and return-to-work requirements.
• Coordinate with payroll, benefits, managers, and leadership to ensure leave administration is accurate and consistent.

• Support onboarding, offboarding, employment or contractor status changes, and other people-administration events.
• Maintain accurate and current information in the HRIS and related systems so they remain reliable sources of truth.
• Manage required documents, acknowledgments, deadlines, and records with strong confidentiality and version control.
• Coordinate administrative handoffs among recruiting, managers, IT, payroll, benefits, operations, and other owners.
• Handle sensitive employee and clinician information with discretion and appropriate access controls.

• Support recruiting for clinical and nonclinical roles based on priorities established by recruiting leadership.
• Conduct candidate outreach and initial screening as assigned.
• Coordinate interviews, maintain timely candidate communication, and keep recruiting pipelines accurate and moving.
• Partner with hiring managers on scheduling, documentation, feedback collection, and process follow-through.
• Coordinate offers and the administrative transition from candidate to new hire or contractor.
• Identify opportunities to improve recruiting workflows and the candidate experience.

• Build and maintain trackers, templates, workflows, checklists, and resources where visibility or consistency is weak.
• Identify why recurring administrative issues occur and help implement practical fixes.
• Support implementation and optimization of HR, recruiting, support, and workflow systems.
• Use automation and AI-enabled tools appropriately to reduce repetitive work, improve accuracy, draft communications, and surface patterns, while preserving confidentiality and required human review.
• Maintain proactive, no-surprises communication when deadlines, risks, or unresolved dependencies could affect others.

Required Qualifications:

• Minimum 2 years of experience in People Operations, Human Resources, HR Administration, Recruiting Coordination, Benefits Administration, Payroll Administration, Employee Support, or a related operational role.
• Experience supporting U.S.-based employees, clinicians, or customers.
• Familiar in US leaves and benefits
• Experience with leave administration, benefits administration, and payroll coordination.
• Strong written and verbal English communication skills with the ability to interact professionally with employees, candidates, managers, executives, and external partners.
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and competing demands simultaneously.
• Strong attention to detail and a high degree of accuracy when handling employee records, payroll-related information, benefits, and leave administration.
• Ability to research issues independently, leverage available resources, exercise sound judgment, and drive matters through resolution.
• Ability to maintain confidentiality and exercise discretion when handling sensitive employee information. Preferred Qualifications
• Experience with recruiting coordination and employee lifecycle processes, including onboarding, employee changes, and offboarding.
• Experience working with HRIS, applicant tracking systems (ATS), payroll, benefits, workforce management, or similar business platforms.
• Demonstrated ability to learn new systems, technologies, and processes quickly.