People Ops Coordinator

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Role: People Ops Coordinator

Priority Location:South Africa / Latin America / Philippines

Working Hours:  9:00 AM – 5:00 PM EST

Salary Range: Market related

Type of contract:Independent Contractor

Type of job:Remote

About the Role:The Coordinator is expected to independently handle routine processes, provide approved information, maintain accurate records, drive follow-up, and escalate when a matter requires clinical, legal, financial, managerial, or functional authority.

Priority order for the role
* First:People operations and frontline clinician or employee support, especially leave, PTO, benefits, payroll questions, records, and lifecycle administration.
* Second:Clinician-support triage, case tracking, communication, and follow-through across the correct operational owners.
* Third:Recruiting coordination and candidate support for clinical and nonclinical roles.
* Always:Process improvement, documentation, accuracy, confidentiality, and no-surprises communication.
Key Responsibilities:

1. Frontline people and clinician support
* Serve as a responsive first point of contact for routine clinician and employee questions involving payroll, benefits, PTO, sick time, leave, people policies, onboarding, offboarding, and related administrative processes.
* Use approved policies, resources, and subject-matter experts to provide accurate next steps. Do not guess when the answer is uncertain.
* Log, categorize, acknowledge, route, and track requests so the company can see open items, accountable owners, status, and aging.
* Follow through until the person receives a complete answer or the underlying action is verified as complete.
* Communicate with empathy and professionalism without promising outcomes outside your authority.

2. Clinician-support triage and closure
* Triage clinician questions involving operations, credentialing, revenue cycle, scheduling, technology, people administration, or clinical leadership to the correct owner.
* Maintain ownership of communication and tracking until the responsible function closes the issue.
* Identify recurring questions, handoff failures, and administrative pain points, then surface patterns to the Senior Director, Clinician Operations with evidence.
* Maintain and improve approved FAQs, guides, templates, and self-service resources so repeated questions decline over time.
* Escalate urgent, sensitive, or high-risk matters promptly under established protocols.

3. Leave and PTO administration
* Own the administrative handling of leave requests from initial notice through return to work.
* Administer PTO, sick time, and other leave processes in accordance with approved policies and applicable guidance.
* Explain process steps, documentation requirements, deadlines, and next actions clearly.
* Coordinate FMLA and applicable federal, state, and local leave administration using approved resources and external expertise as needed.
* Track dates, documentation, approvals, balances, deadlines, communications, and return-to-work requirements.
* Coordinate with payroll, benefits, managers, and leadership to ensure leave administration is accurate and consistent.

4. Benefits and payroll support
* Support day-to-day administration of health and welfare benefits, including eligibility, enrollment, qualifying life events, terminations, and coverage questions.
* Work with brokers, carriers, payroll systems, and internal owners to resolve administrative issues.
* Serve as a resource for paycheck, deduction, PTO-balance, and other payroll-related questions.
* Research discrepancies, document findings, communicate status, and coordinate through verified resolution.
* Ensure approved employee changes affecting payroll or benefits are transmitted and processed accurately.

5. People records and lifecycle administration
* Support onboarding, offboarding, employment or contractor status changes, and other people-administration events.
* Maintain accurate and current information in the HRIS and related systems so they remain reliable sources of truth.
* Manage required documents, acknowledgments, deadlines, and records with strong confidentiality and version control.
* Coordinate administrative handoffs among recruiting, managers, IT, payroll, benefits, operations, and other owners.
* Handle sensitive employee and clinician information with discretion and appropriate access controls.

6. Recruiting and hiring coordination
* Support recruiting for clinical and nonclinical roles based on priorities established by recruiting leadership.
* Conduct candidate outreach and initial screening as assigned.
* Coordinate interviews, maintain timely candidate communication, and keep recruiting pipelines accurate and moving.
* Partner with hiring managers on scheduling, documentation, feedback collection, and process follow-through.
* Coordinate offers and the administrative transition from candidate to new hire or c