Operations Coordinator

Reports To: Chief Operating Officer (COO) and designated leadership
FLSA Status: Non-Exempt
Position Type: Full-Time

Position Summary

The Operations Coordinator is responsible for supporting daily operational workflow, administrative coordination, scheduling support, process follow-through, and communication across Sonnenberg Consultants. This role serves as a key operational support position responsible for ensuring daily logistics are coordinated effectively and preventing routine operational concerns from escalating.

Core Competencies

• Strong organizational and time-management skills.

• Excellent communication and follow-through.

• Strong attention to detail.

• Ability to manage multiple priorities in a fast-paced environment.

• Ability to identify operational concerns and determine appropriate escalation.

• Professionalism, integrity, and sound judgment.

• Ability to collaborate effectively across clinical, administrative, and client service teams.

Essential Job Responsibilities

Scheduling Support

• Provide scheduling support for staff and client coverage.

• Monitor cancellations and coordinate appropriate coverage adjustments.

• Communicate scheduling changes and operational updates to staff.

• Assist with maintaining consistent daily workflow and coverage.

Documentation & Compliance

• Ensure documentation compliance and track required deadlines.

• Monitor documentation-related follow-up needs.

• Communicate outstanding requirements and deadlines to appropriate staff.

• Support consistent completion of required operational processes.

Authorizations

• Monitor authorization status and related deadlines.

• Track authorization needs and follow-up requirements.

• Communicate authorization-related updates to appropriate team members.

• Escalate authorization concerns when additional leadership or Client Services support is required.

Onboarding Coordination

• Coordinate onboarding logistics for new staff.

• Support preparation and coordination of required onboarding activities.

• Communicate onboarding information and expectations to appropriate staff.

• Assist with ensuring onboarding processes are completed in a timely manner.

Operational Monitoring

• Monitor basic operational KPIs, including:

• • Attendance

  • Session completion

  • Authorizations

• Identify operational concerns, trends, or barriers requiring follow-up.

• Communicate operational updates to staff and appropriate leadership.

• Support consistent process follow-through across daily operations.

Staff Support & Room Dynamics

• Monitor staff support needs within daily operations.

• Monitor room dynamics and identify operational concerns.

• Provide appropriate operational support within the scope of the position.

• Communicate concerns to appropriate leadership when additional intervention is needed.

Intake & Client Start-Up Coordination

• Coordinate intake-related logistics with Client Services.

• Support client orientations and start-date coordination.

• Assist with ensuring required operational information is prepared for client start dates.

• Communicate client start-date information to appropriate team members.

HR Policy & Procedure Escalation

The Operations Coordinator is responsible for recognizing and appropriately escalating concerns requiring HR or leadership involvement, including:

• Reasonable suspicion.

• Injury requiring care.

• Concerns involving HR policies or procedures.

• Staff concerns requiring formal HR intervention.

• Safety concerns requiring leadership notification.

The Operations Coordinator is responsible for appropriate communication and escalation and does not independently determine HR disciplinary action or policy outcomes.

Operational Impact

The Operations Coordinator is responsible for supporting the daily workflow of Sonnenberg Consultants by ensuring operational tasks are completed, communication occurs in a timely manner, and routine concerns are addressed before becoming larger operational barriers.

The Operations Coordinator is expected to:

• Ensure daily workflow runs smoothly.

• Prevent small operational issues from escalating.

• Maintain consistent follow-through on assigned operational processes.

• Communicate relevant operational updates to staff and leadership.

• Support collaboration between clinical, administrative, and client services teams.

• Maintain professionalism, accountability, and organizational standards.

Administrative Responsibilities

• Coordinate assigned administrative and operational tasks.

• Track deadlines and required follow-up.

• Maintain accurate operational information.

• Participate in meetings as assigned.

• Support organizational initiatives and perform additional operational duties as assigned.

Physical Requirements

• Ability to work within clinic, school, home, and community settings as assigned.

• Ability to sit, stand, walk, bend, kneel, and use computers for extended periods.

• Ability to move throughout the work environment to monitor staff support and room dynamics.

• Ability to safely perform the physical demands of the position, including lifting up to 20 pounds on a regular basis and heavier items with assistance when appropriate.

• Ability to travel between Sonnenberg Consultants locations as needed.

Benefits

Eligible full-time employees may receive benefits including:

• Medical insurance

• Dental insurance

• Vision insurance

• 401(k) with employer match

• Paid Time Off (PTO)

• Paid holidays

• Employee Assistance Program (EAP)

• First Stop Health telehealth services

• Company-paid life insurance

• Company-paid long-term disability insurance

• Optional short-term disability insurance

• Optional pet insurance

Benefit offerings are subject to eligibility requirements and may be modified by the Company at its discretion.

Equal Employment Opportunity

Sonnenberg Consultants, LLC is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected classification under applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Sonnenberg Consultants reserves the right to modify or assign additional responsibilities based on organizational needs.