Administrative Professional - Operations, Data & Systems Support

The Administrative Professional – Operations, Data & Systems Support plays a critical role in ensuring the operational efficiency of a growing medical services organization. This position provides comprehensive administrative, data, and systems support across internal teams and external client operations. The role is highly detail-driven and focuses on data accuracy, onboarding support, technology systems management, and operational documentation . The ideal candidate is organized, tech-savvy, and comfortable working across multiple platforms that support the delivery of high-quality medical services. Key Responsibilities General Administrative & Operational Support Perform a wide range of administrative duties, including scheduling, correspondence, filing, and document management Prepare, edit, and format internal documents, forms, and reports Maintain equipment inventory and coordinate purchasing with vendors Handle confidential information with professionalism and discretion Support internal meetings, company events, and communications Data Entry & Data Management Accurately enter, verify, and maintain employee, client, and operational data across multiple systems Manage and update data within core platforms, including: CRM systems (e.g., HubSpot, Salesforce, or equivalent) Scheduling and workforce platforms (e.g., Deputy, Workforce) HR and payroll systems (e.g., Employee Navigator, QuickBooks) Conduct regular data audits to ensure accuracy, completeness, and consistency Maintain data security and confidentiality in compliance with HIPAA and organizational policies Cross-Departmental Administrative Support Human Resources Support administrative onboarding and offboarding processes Maintain employee records, certifications, licenses, and compliance documentation Track credential and training expiration dates Finance & Accounting Assist with invoice tracking, expense reports, and purchase order documentation Maintain vendor contract records and payment schedules Support expense reconciliation and accounting data entry Coordinate vendor billing inquiries and payment follow-ups Clinical Services Support clinical operations with scheduling, documentation, and data entry Maintain logs for medical supplies and equipment Coordinate purchasing and inventory with vendors Client Relations / Business Development Support customer onboarding and maintain documentation for new and existing clients Enter and update client records in CRM and workflow systems Operations & Compliance Support data collection and reporting for key performance indicators (KPIs) Assist with operational documentation and compliance tracking Technology & Systems Support Serve as an administrator for business tools, managing user access and permissions Support rollout and adoption of new technology platforms Provide basic system support and user guidance as needed Maintain internal process documentation and system resource guides Qualifications Education & Experience 3+ years of experience in administrative, data management, or operations support roles Experience with EHR systems, CRM platforms, and scheduling software strongly preferred Skills & Competencies Exceptional attention to detail and data accuracy Proficiency in Microsoft Office Suite Strong organizational, multitasking, and follow-up skills Excellent written and verbal communication abilities Tech-savvy, adaptable, and quick to learn new systems High level of professionalism, discretion, and integrity