Intake & Administrative Coordinator

Job Title: Intake & Administrative Coordinator

Location: Hybrid (Office + Remote) – Broward/Miami-Dade
Position Type: Full-Time (35 hours/week)
Compensation: $22–$24/hour (based on experience)

About the Role

We are seeking a reliable and highly organized Intake & Administrative Coordinator to support daily operations and intake processes within an Applied Behavior Analysis practice. This is a fast-paced, structured role that requires strong follow-through, responsiveness, and the ability to manage multiple responsibilities independently.

This is not a passive front desk role. The ideal candidate is proactive, detail-oriented, and able to keep tasks moving without constant oversight.

Key Responsibilities

• Coordinate daily administrative operations to ensure smooth workflow across intake, scheduling, and staff support
• Manage intake calls, referrals, and follow-ups with new families
• Schedule and reschedule therapy sessions while maintaining accurate and organized calendars
• Maintain consistent communication with staff regarding schedules, updates, and changes
• Track staff attendance and maintain accurate records of time, availability, and coverage needs
• Monitor required staff trainings and credentialing status, ensuring all compliance deadlines are met proactively
• Maintain and update internal tracking systems (scheduling, credentialing, attendance, and task tracking)
• Send reminders and follow-ups related to scheduling, documentation, and compliance requirements
• Identify and flag scheduling gaps, conflicts, or coverage needs and assist in resolving them
• Ensure all administrative tasks are completed accurately and within expected timeframes
• Support leadership with administrative and operational priorities as needed to maintain continuity of services.

Qualifications

• Minimum 2-3 years of administrative, intake, scheduling, or coordination experience (healthcare preferred)
• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines
• Demonstrated ability to follow through on tasks without constant supervision
• Clear and professional communication skills (phone, email, and internal team communication)
• Comfortable re-engaging previous referrals
• Experience and comfort handling a high volume of calls, scheduling changes, and follow-ups
• Detail-oriented with the ability to maintain accurate records and track multiple items simultaneously
• Proficient with basic technology (Google Workspace, scheduling systems, or similar platforms)
• Ability to work in a fast-paced, structured environment and adapt to changing priorities
• Friendly, professional, and approachable demeanor with the ability to build rapport with families and maintain positive communication with staff.

Preferred Qualifications

• Experience in a medical, behavioral health, or therapy setting
• Familiarity with intake workflows, scheduling systems, or insurance processes
• Experience tracking compliance items (credentialing, trainings, or documentation deadlines)
• Bilingual (English/Spanish) required.

What Success Looks Like

• Tasks are completed accurately and on time without repeated follow-up
• Schedules are maintained and updated consistently
• Staff and families receive timely communication and follow-through
• Credentialing and training requirements are tracked and addressed before deadlines

Reporting Structure

• Reports to the Intake Supervisor for day-to-day responsibilities
• Works closely with the VP of Operations on administrative and operational priorities
• Supports leadership and may receive direction from senior leadership as needed to ensure continuity of operations.

Location & Schedule:
Hybrid role based in Miramar; Broward.

• In-office: Tuesday, Wednesday, Thursday
• Remote: Monday & Friday
• Availability required during standard business hours (9:00 AM – 5:00 PM) on all scheduled workdays

This role requires consistent availability, responsiveness, and the ability to manage tasks effectively both in-office and remotely.

Please note: This position may transition to a fully in-office role in the future based on business needs. Applicants must be comfortable with and agree to this potential change.

Position will begin at approximately 35 hours per week during the initial training period, with an increase to 40 hours after 60 days based on performance.

Pay: $22.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Opportunities for advancement
• Paid time off
• Paid training
• Vision insurance

Work Location: In person