Operations Systems Coordinator

Job Description

Are you an organized, detail-driven professional who thrives on keeping things running smoothly, from behind-the-scenes operations to internal financial HR systems? Do you enjoy supporting a team, managing processes, and bringing consistency to a fast-moving environment?

Belle Sante by Kristine Romine, MD is looking for a full-time Operations & Systems Coordinator to oversee the day-to-day rhythm of the practice, including payroll, employee benefits, internal systems, and general administrative operations.

• Manage bi‑weekly payroll, PTO, overtime, and ensure accurate timecard tracking.
• Coordinate employee benefits administration, including 401(k) and annual open enrollment.
• Maintain monthly/quarterly/yearly systems such as OSHA compliance, laser protocols and compliance, state inspections, and team meeting documentation.
• Oversee day-to-day clinic operations, including morning opening and space readiness.
• Maintain internal systems, ensuring accurate data for inventory, scheduling, online sales, and compliance.
• Oversee sales reconciliation, ensuring accuracy in tracking and assistant documentation.
• Manage all inventory, including monthly physical counts, ensuring the clinic is stocked with all needed supplies.
• Provide administrative and logistical support to Kristine Romine, MD, including organizing and participating in meetings, coordinating event details, and assisting behind the scenes with speaking engagements, presentations, and leadership initiatives.
• Act as the point person for all team members when systems go down, troubleshooting issues or escalating to the appropriate contact to avoid disruption.
• Address and resolve patient complaints calmly and confidently, ensuring issues are handled quickly while upholding clinic policies and protecting the team.
• Serve as a point of contact for external vendors, medical suppliers, and service contractors.
• As part of a growing start‑up environment, this role will continue to evolve and expand. The ideal candidate will be flexible, proactive, and ready to take ownership of new responsibilities across various operational areas as the practice grows.

• A strong sense of ownership and initiative, you keep processes efficient, schedules updated, and people informed.
• Confidence navigating digital tools (EHRs, spreadsheets, social media, online portals, Microsoft Office Suite, etc.)
• An eye for detail, particularly when it comes to numbers, scheduling, and process accuracy.
• Excellent communication and documentation skills.
• Ability to work independently while keeping leadership looped in and supported.

• Bachelor’s degree required, ideally in business, healthcare admin, HR, or a related field.
• 2+ years of experience in a healthcare, clinical, or wellness office environment is preferred but not required.
• Prior experience with payroll, benefits, or HR financial administration strongly preferred.
• Experience with EHRs or cloud-based scheduling and inventory systems is a plus.
• Must be authorized to work in the United States.

Scottsdale, AZ (in‑office only)

• Compensation is based on your own, unique experience
• Full‑time (Monday–Friday, 8:00 AM-4:30 PM)
• PTO, Paid Holidays, 401k, Medical Benefits