About the Position
Kiddo’s Behavior Therapy is seeking a highly organized, proactive, dependable, and bilingual Administrative & Operations Coordinator to support the day-to-day operations of our growing ABA practices.
This is a full-time, in-person position based at our Kiddo’s Behavior Therapy office in Miami. The person in this role will work closely with company leadership and will play an important role in helping clients begin services, recruiting and onboarding staff, coordinating staffing, managing insurance authorization processes, and keeping administrative operations organized and moving forward.
This is more than a traditional administrative assistant position. We are looking for someone who takes ownership of responsibilities, follows through consistently, communicates professionally, stays organized, and proactively identifies what needs to happen next.
Training will be provided.
Schedule & Compensation
- Full-time, W-2 position
- Monday through Friday
- 9:00 AM to 5:00 PM
- In-person at our Miami office
- $24.00 per hour
- Performance-based incentives of up to $3,600 annually
- Opportunities for increased responsibility and professional growth as the company expands
Key Responsibilities
- Recruit, screen, and interview Registered Behavior Technicians (RBTs).
- Maintain an active pipeline of prospective RBT candidates.
- Staff clients with appropriate RBTs based on availability, location, schedule, language, experience, and client needs.
- Coordinate and offer available cases to BCBAs as needed.
- Manage the administrative portion of the employee hiring and onboarding process.
- Send hiring packets through DocuSign and follow up on missing documentation.
- Add new employees to applicable payroll and company systems as part of the onboarding process.
- Create and maintain employee and client accounts in OfficePuzzle.
- Become highly proficient in OfficePuzzle and assist employees with basic administrative and software-related questions.
- Answer incoming office phone calls and communicate professionally with families, employees, applicants, BCBAs, healthcare providers, insurance representatives, and other stakeholders.
- Manage new-client intake and track each prospective client’s progress toward beginning ABA services.
- Send client consent and intake packets through DocuSign and follow up on missing information or documentation.
- Maintain accurate client-status records identifying what has been completed, what is still missing, and the next action required.
- Prepare, submit, track, and follow up on authorization and reauthorization requests through applicable insurer portals.
- Monitor authorization deadlines and help ensure requests are processed proactively.
- Coordinate referrals for diagnostic, psychological, autism, or other evaluations when required for clients to begin or continue services.
- Follow up with families and evaluation providers regarding outstanding requirements.
- Help move clients who are delayed or unable to begin services through the administrative process by identifying and following up on barriers.
- Maintain staffing, authorization, hiring, onboarding, and client-status trackers.
- Provide management with regular progress summaries identifying pending items, staffing needs, upcoming deadlines, authorization issues, and matters requiring attention.
- Maintain organized and accurate electronic records.
- Help develop and maintain written procedures, checklists, and Standard Operating Procedures (SOPs) for recurring administrative processes.
- Assist management with administrative projects, credentialing-related tasks, growth initiatives, and other operational responsibilities as the company expands.
- Provide administrative and operational support for other related ABA practices as assigned by company leadership.
Qualifications
- Bilingual in English and Spanish required.
- Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Friendly, professional, and customer-service-oriented.
- Comfortable communicating with parents, employees, applicants, RBTs, BCBAs, healthcare providers, and insurance representatives.
- Ability to manage multiple cases, responsibilities, and deadlines at the same time.
- Strong computer skills and ability to learn new software and systems quickly.
- Dependable and able to work independently after appropriate training.
- Ability to take initiative and follow through on responsibilities without requiring constant reminders.
- Able to accept, implement, and respond professionally to feedback.
- Able to remain calm, professional, and solution-focused when dealing with unexpected problems, difficult conversations, or stressful situations.
- Good judgment and ability to recognize when an issue should be escalated to management.
- Previous administrative, healthcare, behavioral health, medical office, recruiting, or insurance experience preferred.
- Experience with ABA operations, insurance authorizations, RBT staffing, OfficePuzzle, DocuSign, or similar practice-management systems is a plus but not required.
What Success Looks Like
Success in this role means that new clients do not fall through the cracks, open cases are actively staffed, authorization deadlines are managed proactively, hiring and onboarding move forward efficiently, records remain accurate and current, and management can quickly understand the status of operations and what requires attention.
Just as importantly, this person represents the company in many of its day-to-day interactions. Success means providing excellent customer service and communicating in a professional, courteous, friendly, and respectful manner with families, employees, applicants, RBTs, BCBAs, healthcare providers, insurance representatives, and anyone else who interacts with the company.
The ideal person follows through consistently, responds to calls and messages in a timely manner, communicates clearly, and helps ensure that families, employees, and applicants feel supported throughout the process. They are able to remain calm, composed, solution-focused, and professional when handling difficult conversations, unexpected problems, changes, or stressful situations.
Success also means using good judgment, taking initiative, accepting and implementing feedback professionally, identifying potential problems before they become urgent, and knowing when an issue should be escalated to management.
Ultimately, success means being someone the company can depend on to stay organized, follow through, solve problems, communicate effectively, provide excellent service, protect the company’s professional reputation, and help keep operations moving forward without requiring constant supervision.
Growth Opportunity
Kiddo’s Behavior Therapy and the ABA practices supported by this position are continuing to grow. We are looking for someone who wants to grow with us.
A high-performing employee may have opportunities to take on additional operational responsibilities, assist with new projects and company expansion, and advance into higher-level administrative or operations management roles over time.
Job Type: Full-time
Pay: $24.00 per hour
Application Question(s):
- Are you fluent in both English and Spanish?
- Are you available to work in person Monday through Friday from 9:00 AM to 5:00 PM at our Miami office?
- Are you comfortable with a starting pay rate of $24.00 per hour plus eligibility for performance-based incentives?
- How many years of administrative, healthcare, behavioral health, medical office, recruiting, staffing, or similar professional experience do you have?
- Briefly describe a situation where you had several important tasks or deadlines at the same time. How did you keep track of them and make sure nothing was missed?
Work Location: In person
