Operations & Administration Assistant

hellocare.ai is seeking a proactive, organized, and detail-oriented Operations & Administration Assistant to join our growing team in Clearwater, Florida. This role plays a key part in supporting the daily operations of the business, ensuring administrative processes run smoothly and efficiently across departments.

As an Operations & Administration Assistant, you will provide a combination of administrative, operational, and light accounting support. You will help coordinate internal processes, maintain office operations, support employee onboarding, manage vendor relationships, and assist with basic financial recordkeeping. This is an excellent opportunity for someone who enjoys working across multiple functions and wants to gain exposure to business operations within a fast-growing healthcare technology company.

You will work closely with senior leadership and report to the Office Lead.

• Support day-to-day office operations and ensure administrative processes are running efficiently.
• Manage incoming calls, emails, mail, and general office correspondence.
• Maintain organized digital and physical filing systems, records, and documentation.
• Coordinate calendars, meetings, conference rooms, travel arrangements, and company events.
• Order, track, and maintain office supplies, equipment, and vendor relationships.
• Assist with onboarding and offboarding processes, including workstation setup, documentation, and coordination with internal teams.
• Support operational projects and process improvement initiatives across departments.
• Help prepare reports, presentations, and internal communications.
• Track and maintain operational records, policies, and company documentation.
• Serve as a key point of contact for general administrative and operational inquiries.

• Enter financial data into Quick Books accurately (training provided).
• Assist with invoice processing and tracking of accounts payable and accounts receivable.
• Support expense report submissions and reconciliation.
• Maintain financial files and supporting documentation for recordkeeping and audits.
• Assist with administrative tasks related to budgeting and vendor payments as needed.

Education: Associate’s degree or coursework in Business Administration, Operations Management, Office Management, or a related field (Bachelor’s degree preferred).

Experience: 1–4 years of experience in administrative support, office operations, business operations, or a related role.

Technical

Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Familiarity with Quick Books or similar accounting software preferred
• Experience with collaboration and productivity tools is a plus

• Strong organizational and multitasking abilities
• Ability to manage multiple priorities while maintaining accuracy

• Excellent verbal and written communication skills
• Comfortable interacting with employees, vendors, and leadership

• Resourceful, proactive, and able to identify opportunities to improve processes

• Collaborative mindset with a willingness to support multiple departments

• Full-time position, Monday through Friday (on-site in Clearwater, FL)
• Occasional extended hours may be required to support business needs and special projects

• Health insurance:
  Medical, dental, and vision coverage
• Paid time off:
  Vacation days, sick leave, and paid holidays
• Opportunities for professional development and career growth
• Collaborative and innovative work environment

• Be part of a mission-driven healthcare technology company transforming virtual care.
• Work alongside a talented and passionate team dedicated to improving patient outcomes.
• Gain hands-on experience across operations, administration, and business functions.
• Contribute to a fast-growing organization where your work has a direct impact.

hellocare.ai is transforming virtual healthcare delivery with end-to-end telehealth solutions. Our platform empowers hospitals and care providers through Virtual Patient Observation, Remote Patient Monitoring, AI-powered fall prevention, and other innovative virtual care technologies.