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Administrative Support Coordinator
Job
EXPLORE Pediatric Therapy
Remote
$52,000 Salary, Full-Time
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Job Description
About EXPLORE Pediatric Therapy At EXPLORE Pediatric Therapy, our mission is to help children build confidence, independence, social connection, and self-regulation through nature-based occupational therapy and enrichment experiences. We believe meaningful growth happens through relationships, movement, exploration, and play. As our practice continues to grow, we are seeking a warm, organized, and proactive Administrative Support Coordinator to help support the day-to-day operations of the business and enhance the experience of the families we serve. This role is ideal for someone who is highly organized, communicates professionally and compassionately, enjoys creating structure behind the scenes, and is excited about improving systems through technology and AI tools. Job Overview The Administrative Support Coordinator will serve as a key operational support person for the practice, helping manage communication, scheduling, client follow-up, and administrative workflows. The goal of this role is to create efficiency within the business so that clinical staff can remain focused on supporting children and families. The ideal candidate is detail-oriented, dependable, technologically curious, and able to think several steps ahead. They take ownership of their work, proactively identify solutions, and understand how their actions impact both the team and the families we serve. Administrative & Client Support Monitor and organize email communications daily Review inboxes twice per day and provide concise action-item summaries Respond to client inquiries in a professional, warm, and timely manner Assist with scheduling evaluations, therapy sessions, meetings, and discovery calls Conduct intake and discovery calls with prospective families Follow up with current and prospective clients as needed Generate and distribute quarterly superbills for families Maintain organized client records and administrative systems Assist with onboarding materials, forms, and client communications Support day-to-day administrative needs of the practice Operations & Systems Help identify opportunities to improve workflows and operational efficiency Support the implementation and maintenance of administrative processes and systems Learn and utilize AI tools, including Claude, to improve productivity and streamline administrative tasks Demonstrate a commitment to automation by identifying repetitive tasks that can be improved through technology Assist in documenting procedures and creating operational resources for the practice Ownership & Accountability Take ownership of assigned tasks from start to finish Review work carefully and proactively check for errors before completion Anticipate needs and think beyond the immediate task at hand Consider how decisions, communication, and processes impact clients, families, and team members Follow through consistently and communicate proactively when support is needed Qualifications Strong written and verbal communication skills Excellent organizational and time management abilities Ability to handle confidential information with professionalism and discretion Comfortable learning new software systems and technology platforms Ability to work independently and manage multiple priorities Strong attention to detail and commitment to accuracy Experience in administrative support, healthcare, education, customer service, or related fields preferred Experience working with children and families is a plus Willingness to learn and leverage AI tools and automation platforms Preferred Traits We are looking for someone who is: Warm, approachable, and compassionate Highly organized and dependable Proactive rather than reactive Detail-oriented and thorough Comfortable taking ownership and responsibility Curious about technology and continuous improvement A strong problem solver who enjoys creating systems and structure Passionate about supporting a mission-driven organization serving children and families Join us as an Administrative Support Coordinator where your proactive approach will make a meaningful impact! We value energetic professionals who are eager to contribute their skills in a collaborative environment. Your dedication will help ensure our office runs seamlessly while providing outstanding support to our team.