Clinical Operations Coordinator

About Us

Otter House Wellness is a behavioral health treatment company in Asheville, NC. We provide Partial Hospitalization (PHP), Intensive Outpatient (IOP), and virtual IOP programming for adults navigating substance use and co-occurring mental health disorders. We also operate a dedicated veteran treatment track and sober living residences. We are a growing company building toward a multi-state behavioral health platform, and we are looking for someone who wants to grow with us.

The Role

The Clinical Operations Coordinator is the operational backbone of our daily treatment programming. You are the person who makes the building run. This role sits at the intersection of compliance, logistics, client accountability, and facility operations. You report directly to the Director of Operations.

This is a growth-track position. In the early months, your time will be split roughly 50/50 between hands-on operational execution and coordination/oversight responsibilities. As you build competency and the team scales, this role shifts toward approximately 80% management and systems oversight, 20% direct execution. We are hiring for where this role is going, not just where it starts.

This is not a desk job. You will be on your feet and physically active for 7+ hours per day, moving between multiple areas of our facility, managing logistics in real time, and maintaining accountability for clients throughout the program day.

What You Will Own:

Daily Operations & Logistics

• Coordinate morning and afternoon client transportation between residential and clinical locations
• Manage daily attendance tracking and reporting across all levels of care
• Maintain facility readiness across multiple clinical spaces (room turnover, supplies, end-of-day closeout)
• Coordinate housing accountability processes including chore assignment, verification, and photo documentation for shift reporting

Compliance & Testing

• Administer and monitor drug and alcohol testing programs in accordance with facility protocols and payer requirements
• Maintain chain-of-custody standards for all specimen collection, labeling, packaging, and submission
• Ensure pre-programming screening is completed before any client participates in clinical activities
• Manage documentation in our electronic health record system (Kipu EMR)

Client Accountability & Supervision

• Maintain continuous physical presence and line-of-sight supervision of clients between all programming blocks
• Enforce facility behavioral standards calmly and consistently without clinical intervention
• Respond immediately and appropriately when a client disengages from programming or leaves the building
• Serve as the primary point of contact for real-time operational issues during the program day

Medication Coordination

• Facilitate scheduled medication distribution with proper signature capture and documentation
• Maintain medication logs and follow all storage and handling protocols

Intake Support

• Execute new client intake processes end-to-end, ensuring all steps and documentation are completed accurately
• Follow established intake checklists with zero steps skipped

Who You Are

We are looking for a specific type of person. You are operationally wired. You run toward broken systems, not away from them. You are the person who notices what everyone else walks past. You do not need to be told twice and you do not wait for permission to solve a problem that is right in front of you.

Required

• Valid driver's license with a clean driving record
• Ability to pass a comprehensive background check
• Physically capable of being on your feet and active for 7+ hours daily
• Reliable personal transportation
• Available for the full shift, Monday through Friday (approximately 7:30 AM to 4:00 PM)
• Comfortable with direct-observation drug screen administration
• Absolute punctuality: this role is governed by hard time gates that the rest of the operation depends on

Strongly Preferred

• 1+ years in behavioral health, substance use treatment, residential treatment, sober living, or similar clinical operations
• Experience with electronic health records (Kipu is a plus but not required)
• Experience with specimen collection, chain-of-custody protocols, or medication handling
• CADC, CSAC, Peer Support Specialist, CNA, or MA certification (not required but valued)
• Demonstrated ability to de-escalate conflict calmly without clinical intervention
• Familiarity with PHP or IOP programming structures

What Separates This From Other Coordinator Roles

• You report directly to senior leadership, not middle management. Your voice is heard.
• This role has a clear trajectory into operations management as we scale.
• You will be cross-trained across compliance, logistics, client services, and facility operations, giving you a full-spectrum view of how a behavioral health company operates.
• We are a small, fast-moving team. If you want a role where your daily performance directly impacts the company's outcomes, this is it.

Compensation & Details

• Salary: $50,000 - $65,000 annually, based on experience and qualifications
• Schedule: Monday through Friday, approximately 7:30 AM to 4:00 PM
• Location: On-site in Asheville, NC. This is a 100% in-person role.
• Growth: Clear pathway into operations management

How to Apply

Submit your resume through Indeed. In your application, briefly describe any experience you have in behavioral health, substance use treatment, or direct client-facing operational roles. We are reviewing applications immediately and will move fast for the right candidate.

Otter House Wellness is an Equal Opportunity Employer.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person