Operations Coordinator

Operations Coordinator

Type:
Full-Time Remote Contractor (40 hours/week)

Schedule:

US Central Standard Time (CST) Alignment | Monday – Friday

As our Operations Coordinator, you will sit at the intersection of event production, clinical dispatch, and patient experience.

You will own the end-to-end venue logistics for our live dinner seminars—outreaching to restaurants, negotiating private dining room dates, and coordinating event setups. Additionally, you will support our daily operational workflows: maintaining CRM accuracy, assisting with patient welcome interactions, and coordinating mobile clinical scheduling so our field nurses can deliver exceptional care on time.

• Venue Outreach & Sourcing:
  Call and email restaurants across target US markets to present our event model, evaluate private dining room setups, and negotiate event availability.
• Date & Logistics Coordination:
  Lock in event dates, manage room reservation details, confirm audiovisual/seating arrangements, and maintain the nationwide master seminar schedule.
• Vendor & Budget Tracking:
  Ensure deposit agreements, venue contracts, and catering headcount details are documented cleanly and tracked against timelines.
• Seminar Support:
  Serve as a primary point of contact for seminar-related patient questions and concerns, including directions, timing, reschedules, and simple logistics.

• Patient Touchpoints:
  Conduct initial patient welcome calls and touchpoints, guiding high-ticket patients through their post-purchase onboarding process (working alongside our automated communication tools).
• Clinical Dispatch Assistance:
  Support the scheduling and coordination between patients and our mobile Nurse Practitioner network to ensure smooth, on-time home treatment visits.
• Data & CRM Integrity:
  Maintain immaculate records inside our CRM platform—tracking patient status from initial seminar lead, to package sale, to clinical dispatch and completion.
• Outcome Documentation:
  Document call outcomes, patient questions, and notable concerns in the designated systems so the support team has full visibility.

• Workflow Optimization:
  Partner closely with our Director of Operations to streamline daily administrative tasks, reduce operational friction, and support our coordinator team.
• Cross-Functional Communication:
  Serve as a reliable, articulate operational bridge between executive leadership, marketing seminar teams, and field medical staff.

• Relevant
  
  Experience:
  
  3+ years in operations coordination, event planning logistics, medical/telehealth admin, or high-touch customer support.
• Event & Phone Logistics Literacy:
  Direct experience cold-calling/outreaching to venues, negotiating event details over the phone, and coordinating multi-city event schedules.
• Fluency & Phone Presence:
  Elite, near-native spoken and written English. You must be completely articulate, persuasive, and professional on the phone when speaking with restaurant managers, venues, and high-ticket patients.
• CRM & Data Savvy:
  Fast learner of digital tools and operations software with a meticulous eye for data entry and tracking pipeline milestones.
• High-Touch Mindset:
  Empathetic, warm, and highly professional demeanor suited for patients investing in premium ($5k–$20k) health packages.
• Schedule Alignment:
  Ability to work full-time hours aligned with US Central Standard Time (CST) operating hours.