About this role:
The Operations & Administrative Coordinator is the engine room of our Bronx office. While our Screeners and Navigators are out in the community and on outbound calls connecting with members, the Coordinator keeps the back office running — entering completed eligibility assessments and HRSN screens into our systems, chasing down provider attestations, fielding inbound calls, handling follow-up callbacks, and keeping the office's daily operations on rails.
This is a multi-function role for someone who is organized, calm under interruption, and genuinely enjoys solving small problems all day long. You will be the person other members of the team rely on to make sure documentation is in, paperwork is filed, calls are returned, and the day-to-day machinery of the office runs smoothly.
Key Responsibilities:
Data Entry and Documentation
- Enter completed HRSN Eligibility Assessments and Screeners into FindHelp and CRM.
- Maintain accurate, complete records of every member interaction, document, and attestation.
- Scan, file, and index physical documents in both paper and digital systems.
- Update referral statuses based on Navigator-completed work.
- Flag missing or incomplete information back to the responsible Navigator.
Provider Attestations and Compliance Documents
- Send attestation requests to clinical providers, and track outstanding attestations.
- Follow up on unreturned attestations on a defined cadence.
- Escalate attestations to the Operations Manager when needed.
Phones — Inbound and Follow-Up
- Answer inbound phone line during business hours. Most calls handled directly; warm-transfer specialized calls to the right Navigator or Operations team member.
- Return all voicemails within one business day.
- Make follow-up callbacks on behalf of Navigators when assigned — confirming deliveries, re-attempting missed contacts, scheduling re-screens.
- Maintain a clean, friendly, professional phone presence in both English and Spanish.
- Document every call in CRM the same business day.
Reception and Visitor Management
- Greet visitors to the Bronx office (members, vendors, partners, providers).
- Maintain a visitor sign-in log and a professional, HIPAA-compliant reception area.
- Ensure no Protected Health Information (PHI) is visible from the reception area or to visitors at any time.
General Office Administration
- Sort and distribute incoming mail; prepare and send outgoing mail and packages.
- Maintain office supplies and place orders before stock runs out.
- Coordinate meeting schedules and visitor logistics.
- Run occasional local errands — post office, supply pickups, document drop-offs (vehicle use reimbursed per mile).
- Coordinate with vendors (printer, internet, supplies, cleaning) on routine office issues.
- Other reasonable administrative duties as assigned by the Operations Manager.
Required Qualifications:
- Excellent phone and conversational skills are a MUST!
- Bilingual fluency in English and Spanish, verified during the interview. Must be able to conduct phone calls, read documents, and communicate clearly with members and providers in both languages.
- High school diploma or GED.
- At least one year of experience in one of the following: administrative assistant, office coordinator, medical office front desk, call center, customer service, social services intake, or other clerical/operations role.
- Strong attention to detail — provider attestations and eligibility assessments are compliance documents, and small errors create big downstream problems.
- Comfort with computers and a willingness to learn new software systems quickly. Working knowledge of Microsoft Office (Outlook, Excel, Word) and Google Workspace.
- Typing speed of at least 40 words per minute with accuracy.
- Working knowledge of HIPAA and patient privacy basics.
- Professional, calm phone presence — able to handle a frustrated caller without losing composure.
- Reliable in-person attendance at the Bronx office. This is not a remote role.
- Authorization to work in the United States.
Preferred Qualifications:
- A valid driver's license and access to a personal vehicle for occasional local errands. Mileage reimbursed at the current IRS standard rate. Personal auto insurance required; verification of insurance will be requested at hire.
- Additional language spoken in the Bronx: Bengali, Arabic, French/Haitian Creole, Mandarin, or Albanian.
- Two or more years of experience in a medical, social services, or community health setting.
- Familiarity with Zoho CRM, findhelp.com, RingCentral, or similar systems.
- Familiarity with New York Medicaid, NYS HRSN, MCO operations, or SOMOS Community Care.
- Personal or family experience with Medicaid, food insecurity, or chronic disease management — applied with professional boundaries.
Pay: $17.00 - $20.00 per hour
Application Question(s):
- Do you have access to a personal vehicle?
Language:
Ability to Commute:
- Bronx, NY 10460 (Required)
Work Location: In person
