Operations Coordinator
Gardenia Services, LLC.
What office, scheduling, CRM, EHR, project management, or database systems have you used in previous positions? Please list the systems and briefly describe your level of experience with each.
Ability to Commute: Charlotte, NC 28205 (Required)
Work Location: In Person
About Gardenia Services
Gardenia Services, LLC is a growing behavioral health agency dedicated to providing high-quality, person-centered services throughout North Carolina. We specialize in Peer Support Services, Care Coordination, Community-Based Services, 1915(i) services, and Substance Use Treatment programs, including SAIOP and SACOT. Our mission is to empower individuals on their recovery journey while maintaining the highest standards of compliance, professionalism, and compassionate care.
As we continue to expand, we are seeking a highly organized and motivated Operations Coordinator to help oversee daily operations, support staff, and ensure agency compliance.
Position Summary
The Operations Coordinator plays a vital role in ensuring the day-to-day operations of Gardenia Services run efficiently. This individual will work closely with leadership to coordinate staff schedules, monitor documentation compliance, support onboarding, oversee operational workflows, and assist with quality assurance initiatives.
The ideal candidate is organized, proactive, detail-oriented, and experienced in behavioral healthcare operations.
Primary ResponsibilitiesOperations Management
- Coordinate daily office operations and workflow
- Assist leadership with agency operations and strategic initiatives
- Develop and maintain operational procedures
- Monitor employee productivity and performance metrics
- Support implementation of new programs and services
- Weekly community engagement, marketing, and brand introduction calls
Compliance & Quality Assurance
- Review documentation for accuracy and Medicaid compliance
- Assist with internal chart audits
- Ensure documentation is completed within required timeframes
- Track compliance deadlines and staff credentials
- Help prepare for Medicaid, MCO, and accreditation audits
Staff Support
- Coordinate employee onboarding and orientation
- Assist with scheduling and staffing needs
- Monitor staff training requirements
- Maintain employee records and credential tracking
- Serve as liaison between clinical staff, clients, and leadership
Administrative Duties
- Manage calendars and agency meetings
- Prepare reports and operational dashboards
- Maintain confidential files
- Assist with policy and procedure updates
- Coordinate office supplies and vendor relationships
Client Services Support
- Monitor client admissions and discharges
- Ensure timely completion of intake documentation
- Assist with service authorization tracking
- Coordinate communication with referral sources
- Support client satisfaction initiatives
QualificationsRequired
- Minimum 2 years of administrative or operations experience
- Excellent organizational and time-management skills
- Strong written and verbal communication
- Proficiency in Microsoft Office Suite and Google Workspace
- Ability to manage multiple priorities simultaneously
- Ability to maintain confidentiality
- Experience with Electronic Health Records (EHR)
Preferred
- Experience working with Medicaid behavioral health services
- Knowledge of NC Medicaid documentation requirements
- Experience with Electronic Health Records (EHR)
- Experience in behavioral health, mental health, or substance use services
- Experience with quality assurance or compliance reviews
Knowledge & Skills
The successful candidate will demonstrate:
- Strong leadership abilities
- Exceptional attention to detail
- Problem-solving and critical thinking
- Professional communication
- Excellent customer service
- Ability to work independently and collaboratively
- Strong organizational and project management skills
Benefits
Gardenia Services offers:
- Competitive salary
- Paid Time Off (PTO)
- Professional development opportunities
- Supportive team environment
- Career advancement opportunities
- Continuing education support
Why Join Gardenia Services?
At Gardenia Services, we believe our employees are the foundation of our success. We foster a collaborative, mission-driven workplace where innovation, compassion, and excellence are valued. As our Operations Coordinator, you'll play an integral role in helping us expand access to high-quality behavioral health services while supporting both our staff and the communities we serve.
Pay: $15.00 - $17.00 per hour
Work Location: In person
