Assistant Operations and Admissions Coordinator
Full-Time / Evenings and Weekends Required
Salary Based on experience
Must have minimally 2 years of Admissions Experience
About Milestones Ranch Malibu
For over 23 years, Milestones Ranch Malibu has been helping individuals transform their lives on a stunning 200-acre property in Malibu, California. As a nationally respected dual diagnosis residential treatment center, we are a heart-centered, mission-driven team dedicated to meaningful recovery, compassionate care, and personal growth — for both our clients and our staff.
If you are a natural leader with a passion for people, organization, and purpose-driven work and if you thrive in fast-paced environments where no two days are the same — we invite you to join our team as Assistant Operations and Admissions Coordinator.
Position Overview
This dynamic position combines operational leadership, client care coordination, and admissions coordination. You’ll ensure smooth daily operations, maintain a beautiful and professional environment, and provide high-touch, compassionate support to clients and families from first contact through ongoing care.
This is a highly visible role that demands exceptional organization, communication, and emotional intelligence — perfect for someone who balances heart-centered service with strong administrative and operational skills.
Key Responsibilities
Operations & Facility Management
- Maintain daily flow of communication (email, phone, scheduling)
- Maintain a “hotel-ready” environment with strong attention to aesthetics, cleanliness, and ambiance.
- Ensure the property is consistently guest-ready, polished, and welcoming.
- Manage inventory, vendor relationships, repairs, and supply orders with attention to quality and timeliness.
- Assist with risk management and performance improvement tracking, emergency preparedness, and quality assurance efforts.
- Ensure compliance with health and safety protocols (Joint Commission, OSHA, DHCS).
- Manage calendars
- Help coordinate interviews, tours, and special events
- General office administration, record keeping, and scheduling
- Assist with staff scheduling, HR recruiting, onboarding paperwork, and light bookkeeping or filing.
- Maintain and update employee records in HR systems
- Assist with research and social media
- Other duties as assigned
Admissions & Intake
- Answer and return all admissions calls promptly and professionally.
- Generate interest in Milestones programs, helping prospective clients and families navigate barriers to treatment.
- Maintain thorough call logs and follow-up records
- Communicate with executive staff, insurance coordinators, and consulting physicians for doctor-to-doctor reviews.
- Verify insurance, communicate results to clients, and discuss payment options.
- Coordinate onsite tours for families, referents, and guests.
- Complete psychosocial and risk assessments prior to admission.
- Facilitate intake and check-in process upon arrival.
- Refer callers to alternative programs when appropriate and assist with aftercare planning.
The Ideal Candidate
You are someone who:
- Notices when a chair is out of place or a space feels less than “guest-ready.”
- Balances operational tasks with kindness, clarity, and professionalism.
- Thrives under pressure and adapts quickly in a fast-paced, team-oriented environment.
- Leads with heart, blending efficiency, warmth, and integrity.
Preferred Qualifications
- Background in behavioral health, treatment center, or hospitality operations.
- Experience with facility logistics and vendor management.
- Strong eye for detail and “5-star” presentation standards.
- Bookkeeping or HR administrative experience.
Requirements
- Clean driving record (minimum 5 years experience).
- Ability to pass background check and drug screening.
- If in recovery, minimum of 2 years sobriety required.
- Strong computer and communication skills (Microsoft Office, iPhone tools).
- Proven organizational and problem-solving ability.
- MUST HAVE MINIMALLY 2 years Admissions & Discharge Planning Experience
Compensation & Benefits
- Competitive pay commensurate with experience.
- Daily chef-prepared meals.
- Supportive, mission-driven culture that values collaboration, excellence, and compassion.
Schedule
Full-time position and weekend availability is required.
Must maintain flexible scheduling and adaptability to meet facility needs.
Pay: $23.00 - $35.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
