Operations Coordinator

PediaPlex•Southlake, TX

5d•Onsite

About The Position

PediaPlex is a collaborative, multidisciplinary pediatric therapy center providing ABA therapy, speech therapy, occupational therapy, and feeding support to children and families across the DFW area. We are committed to clinical excellence, client-centered care, and fostering a positive culture that empowers our teams to thrive. We are seeking a detail-oriented and highly organized Operations Coordinator (OC) to support clinical scheduling, staffing coordination, and operational workflows at our Southlake clinic. This role plays a critical part in ensuring efficient schedules, supporting continuity of care, and maintaining compliance with staffing and credentialing requirements.

Requirements

High School Diploma (required)
Prior experience in clinical scheduling or healthcare operations strongly preferred
Strong organizational, time-management, and communication skills
Ability to balance operational responsibilities with billable clinical work
Ability to safely lift and carry up to 25 lbs.
Ability to use standard office equipment, including computers, tablets, phones, and printers, for extended periods of time.
Ability to read, review, and interpret documents, reports, and data with accuracy.
Ability to communicate effectively in person, by phone, and via virtual platforms.
Ability to move throughout the clinic to support front desk, intake, and administrative operations
Ability to communicate effectively with staff, clinicians, and families in person, by phone, and electronically
Ability to maintain focus and productivity in a fast-paced clinical environment with frequent interruptions

Nice To Haves

Associate’s degree in business administration, Healthcare Administration, or a related field preferred; Bachelor’s degree a plus
Active Registered Behavior Technician (RBT) certification preferred
Experience working in ABA or pediatric therapy settings preferred
Proficiency with scheduling systems, HRIS, or EMR platforms a plus

Responsibilities

Serve as the primary scheduler for ABA services at the assigned clinic, maintaining accurate technician and client schedules aligned with authorized hours.
Monitor cancellations, schedule gaps, utilization, and coverage needs to support continuity of care.
Maintain scheduling systems and ensure timely daily session conversions in accordance with Company policies.
Collaborate with Speech and Occupational Therapy scheduling teams to coordinate shared client schedules and reduce conflicts.
Lead front desk operations, including daily opening and closing (8:00am.- 5:00pm) procedures, phone coverage, and visitor management.
Ensure a welcoming, professional, and family-centered experience for clients, caregivers, and staff.
Support billing processes by assisting with EOB review, routing, and follow-up in partnership with Billing and Authorization teams.
Assist HR and Talent Acquisition with hiring efforts and new hire onboarding to ensure Day One readiness and completion of required documentation.
Model Company values and support a positive clinic culture, employee engagement, and effective communication.
Maintain clinic readiness through daily walk-throughs, addressing facility needs, and upholding cleanliness, safety, and presentation standards.