Administrative Coordinator

Inspire Aesthetics•Delray Beach, FL

10h

About The Position

Inspire Aesthetics (an Inspire Aesthetics Group Partner) is an innovative surgery center with Delray Beach and Fort Lauderdale, Florida locations designed to create a unique aesthetic experience for clients. Our award-winning, board-certified plastic surgeons and highly-trained staff members are among the elite in the specialty cosmetic surgery industry. We are passionate about making the client experience truly inspirational. Our unified mission is to provide unparalleled safety, remarkable results, and exceptional care to each and every client. Summary/Objective The Administrative Coordinator supports the day-to-day administrative and operational functions of a plastic surgery practice with an on-site ambulatory surgery center (ASC) and medspa. This role focuses on coordinating staff schedules, assisting with clinic and OR workflows, supporting reporting and financial processes, and maintaining a high standard of patient service. The Administrative Coordinator works closely with the Practice Manager, OR Manager, and clinical teams to help ensure efficient operations, policy adherence, and a positive patient experience.

Requirements

Associate degree or equivalent experience in healthcare administration, business, or related field preferred.
2–4 years of experience in a medical office, surgery center, or healthcare administrative role.
Experience coordinating staff schedules or administrative workflows preferred.
Familiarity with EHR/EMR systems and medical practice operations.
Strong organizational, communication, and customer service skills.

Responsibilities

Coordinate administrative staff schedules to ensure appropriate coverage.
Assist with onboarding, training, and day-to-day support of administrative staff.
Support performance feedback and documentation in collaboration with management.
Assist with payroll preparation, timekeeping, and attendance tracking.
Reinforce workplace expectations and policies as directed by management.
Support smooth daily clinic, medspa, and ASC administrative operations.
Assist with coordinating in-house events and internal activities.
Monitor daily workflows and escalate operational issues as needed.
Maintain organization of administrative tasks and documentation.
Assist with Practice+ operational workflows, including encounters and administrative tracking.
Review payment reports for outstanding, applied, and unapplied payments and escalate discrepancies.
Support billing processes by preparing documentation and summaries.
Work directly with the OR Manager to assist with ensuring appropriate staffing coverage for clinic and surgery days.
Support coordination between clinic schedules, OR staffing, and provider availability.
Assist with ASC documentation and operational readiness.
Assist with patient consultations in the absence of the Patient Care Coordinator (PCC) or Practice Manager (PM).
Provide scheduling assistance, patient education, and follow-up coordination.
Prepare weekly operational and performance reports.
Assist with tracking key metrics related to scheduling, collections, and patient experience.
Support implementation of behavior-based action plans for incremental growth.
Assist with handling escalated patient concerns and complaints.
Support consistent service standards and patient satisfaction.
Assist leadership with planning support, budgeting preparation, and resource coordination.
Support development and implementation of Standard Operating Procedures (SOPs).
Participate in special projects and new initiatives as assigned.
Communicate and reinforce company policies and procedures.
Support compliance with operational, privacy, and documentation standards.
Assist with audit and inspection preparation as needed.
Assist with community outreach efforts and patient engagement initiatives.
Support planning and execution of in-house events and promotions.
Order and track medspa and surgical supplies and inventory.
Monitor usage levels and notify management of supply needs.
Traveling required amongst Fort Lauderdale and Delray Beach practices