63224187706 - Business Operations & Admin Coordinator (Clinic)

Position Title: Business Operations & Admin Coordinator (Clinic)

Department: Operations, Patient Experience & Growth

Reports To: Practice Owner & Lead Physical Therapist (Ryan)

Employment Type: Full-Time Contractor

Location: Remote (Open to talent in South Africa or The Philippines)

Working Hours: Full-Time (US Time Zone Overlap / US Business Hours)

We are hiring a versatile, proactive Business Operations & Admin Coordinator to serve as the operational engine of our clinic.

In this "jack-of-all-trades" role, you will take complete ownership of front-desk administration, patient scheduling, lead follow-ups in GoHighLevel (GHL), light social media posting/engagement, and local partner outreach.

By taking daily operations, lead management, social media maintenance, and administrative tracking off Ryan's plate, you will allow him to focus 100% on patient care while ensuring our practice scales consistently.

• Inbound Call Handling: Answer all incoming clinic calls live, address patient inquiries, explain our cash-pay service model clearly, and deliver a warm, high-touch customer service experience.
• Appointment Booking: Schedule, reschedule, and manage patient appointments directly on the clinic's calendar, maintaining optimal scheduling density for Ryan.
• Outbound Outreach: Perform prompt phone and SMS follow-ups with missed calls, web form submissions, and inactive patients to convert them into booked appointments.

• Pipeline Management: Own and maintain the sales pipeline inside GoHighLevel (GHL), ensuring every prospective patient lead is contacted promptly and moved through the correct pipeline stage.
• Automated Workflows & SMS: Monitor, respond to, and manage automated SMS, email sequences, and direct message inquiries within the GHL dashboard.
• Lead Conversion: Warmly nurture prospective leads who express interest in cash-pay physical therapy, addressing objections and guiding them toward booking an initial evaluation.

• Light Social Media Management: Publish basic social media posts (Instagram/Facebook) using premade photos/videos supplied by our equipment partners, event highlights, or practice updates.
• Social Media Lead Engagement: Monitor social channels to engage with local leads and followers—promptly responding to comments, replying to direct messages (DMs), liking posts, and following prospective partners/patients.
• Local Business Outreach: Proactively identify and initiate contact with local business partners (e.g., CrossFit boxes, boutique gyms, personal trainers, running clubs, orthopedic offices) to build referral networks and acquire new local leads.
• Ad Spend & Performance Tracking: Monitor daily Facebook/Meta ad spend and campaign performance metrics, ensuring ad budgets are being utilized effectively and reporting daily lead numbers to leadership.
• Daily Task & Pipeline Auditing: Keep track of essential daily operational checklists, lead status updates, and administrative tasks to maintain complete practice organization.

• Patient Intake & Forms: Ensure intake paperwork, consent forms, and payment details are completed in advance of patient appointments.
• Calendar Hygiene: Send automated and manual appointment reminders to minimize no-shows and late cancellations.
• Owner Support: Triage incoming administrative emails and messages, freeing up Ryan to focus strictly on clinical care.

• Experience: 2+ years of experience as a Virtual Assistant, Medical/Dental Front Desk Coordinator, or Lead Management Specialist—ideally supporting a cash-pay clinic, wellness practice, or service-based business.
• GoHighLevel (GHL) Fluency: Direct, hands-on experience using GoHighLevel to manage contacts, pipelines, SMS conversations, and calendar bookings.
• Phone Confidence & Communication: Excellent, warm, and clear spoken and written English with a professional, empathetic phone demeanor.
• Social Media Basics: Comfortable using Instagram and Facebook to schedule simple posts, reply to DMs/comments, and proactively engage with prospective local leads.
• Growth & Sales Instincts: Comfortable discussing cash-pay healthcare services, conducting cold/warm B2B digital outreach, and converting curious leads into paid appointments.
• Analytical & Detail-Oriented: Basic understanding of digital marketing metrics (able to log into Facebook Ads Manager, check daily spend, and track cost-per-lead).
• Work Setup: Dedicated quiet home office setup, high-speed fiber internet, power backup solution (inverter/UPS setup required for SA candidates), and a professional USB headset.

• Experience working with US-based Physical Therapy, Chiropractic, or Cash-Based Outpatient practices.
• Knowledge of EHR/EMR platforms and calendar integration tools.
• Familiarity with local community marketing, gym partnerships, or B2B outreach strategies.