[ref. n85053720] Front Desk and Operations Administrator (Full TIme - Newport Beach)
Position: Front Desk and Operations Administrator
Poppy Life Care is chartered to provide and deliver easy access to affordable, holistic, integrative, and complementary health and wellness resources and services for individuals and families living with a wide spectrum of physical, mental, and behavioral health challenges.Our mission is to facilitate awareness and education while building innovative care programs, which we will accomplish in our local communities, in conjunction with its businesses and people. We believe in helping each other as part of an ecosystem of local business, healthcare groups, academic institutions and professionals alike.
Our Why:
Not only are we passionate about what we do, but WHY we do it, which is to help individuals, children and their families that are living with spectrum disorders, ADHD, anxiety, depression and more.
We are making a real impact on mental health by implementing unique care programs that include an interdisciplinary approach to education, treatment and therapies.
More About the Company:
At Poppy Life Care we care about people and strive to create environments that empower people and ideas.
We are paving the way to education and care programs and looking for candidates that want to join us in making a difference! Candidates should excel in fast paced environments, express a willingness to learn, be passionate about what they do and ideally have a strong background in education, business, non-profits, or startups.We are rapidly growing and have unique opportunities available.
Check us out at www.poppylifecare.org!
Job Summary:
The Front Desk and Operations Coordinator will serve as the point of contact for clients, manage various administrative and operational tasks, and support the smooth functioning of the organization. The ideal candidate will possess excellent communication and organizational skills, be proficient in multiple software platforms, and handle a variety of tasks ranging from assisting in client onboarding to independent contractor (IC) management, assist in recruitment, and project coordination.
Duties and Responsibilities include, but are not limited to:
Front Desk Duties:
- Greet clients and visitors, manage phone and email inquiries, and handle appointment scheduling and follow-ups.
- Respond to client inquiries and provide appropriate information.
- Assist with client onboarding, managing intake paperwork.
Client Onboarding & Support:
- Draft care plans, submit authorizations / Re-authorizations, manage patient accounts, and update client files.
- Handle intake paperwork, and maintain tracking and onboarding sheets.
- Schedule/reschedule client appointments and send reminders.
Independent Contractor (IC) Management:
- Assist in the onboarding process for ICs, including sending documents, creating offer letters, and setting up RingCentral accounts.
- Create IC files and accounts in Tebra, track NPI code requests, and maintain the Team Roster and HR onboarding spreadsheets.
- Manage IC separations by deactivating accounts, updating the Team Roster, and saving termination documents.
Assist in Recruitment:
- Post job openings on various platforms (e.g., Indeed, LinkedIn, ZipRecruiter, Upwork).
- Draft job descriptions, screen applications, and schedule interviews with shortlisted candidates.
- Participate in the interview process when needed.
Document & Policy Management:
- Assist in creating and maintaining HR forms and update internal templates and policies.
- Assist with the development of job descriptions, flyers, certificates, and other business documents.
Operational Support:
- Manage projects in Asana, track progress, and follow up on deadlines.
- Handle technical issues and support both clients and staff with administrative tasks.
- Assist with staff recognition and coordination with partner organizations.
Qualifications:
- Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).
- Proven experience in front desk, administrative, or operations roles with at least 3 years of experience (preferred).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software (Tebra, RingCentral, JotForm).
- Excellent organizational, multitasking, and problem-solving skills, with strong attention to detail.
- Effective communication skills, both written and verbal.
- Ability to manage tasks independently and work well in a team-oriented environment.
Time Commitment:
- 40 hours per week, during normal business hours (Monday - Friday between 9 a.m. -
5 p.m. PST).
Location: 1441 Superior Ave, STE A, Newport Beach, CA 92663 (in-person)
Poppy Life Care is an equal opportunity employer and encourages candidates of all backgrounds to apply.