Operations & Administrative Coordinator (Hybrid)

OPERATIONS & ADMINISTRATIVE COORDINATOR

Location: Middleton / Caldwell, ID (On-site 1 day per week, remote remainder of hours)

Schedule: Part-Time

About the Role

The Operations & Administrative Coordinator plays a key supporting role in keeping our mobile optometry services running smoothly across the state. This position provides a blend of administrative support, bookkeeping assistance, HR coordination, and inventory management, ensuring our teams have what they need to deliver exceptional on-site patient care.

This role is ideal for a detail-oriented individual who enjoys variety, multitasking, and supporting a mission-driven healthcare team. The coordinator will work primarily remotely but will be required to come into the office one day per week for tasks that require on-site handling.

Key Responsibilities

- Provide general administrative support to the Operations Team.

- Assist with weekly operational tasks that keep mobile teams functioning efficiently.

- Support communication and coordination between office staff and mobile providers.

- Organize and maintain digital documents, shared files, and operational records.

Bookkeeping Tasks

- Process weekly payments of company credit card statements.

- Print and prepare manual checks as needed.

- Perform basic QuickBooks tasks, including categorizing transactions, reconciling accounts, and maintaining accurate financial records.

- Collaborate with accounting on any discrepancies or documentation needs.

HR & People Support

- Complete I-9 verification and maintain accurate employee files.

- Track and verify employee mileage logs.

- Review and approve employee hours in ADP for payroll each pay period.

- Support onboarding tasks for new clinical and administrative team members.

Inventory & Supply Management

- Order supplies and equipment for mobile optometry teams.

- Track inventory levels and anticipate supply needs.

- Package and ship supply kits to teams throughout the state.

- Maintain and update inventory logs and purchasing records.

Required Office Day

This position requires the coordinator to work on-site one day per week for:

- Printing and preparation of checks

- Supply packaging and distribution

- Any tasks requiring in-office access

Qualifications

Not Required, but nice to have:

- Prior administrative or operational support experience

- Basic QuickBooks proficiency (transaction coding, reconciliation, record maintenance)

- Strong attention to detail and follow-through

- Ability to manage multiple tasks and deadlines

- Excellent communication skills

- Comfort using cloud-based systems and digital organization tools

- Ability to lift and carry supply boxes (typically 10–25 lbs)

Preferred:

- Experience with ADP or other payroll/timekeeping systems

- Prior experience in bookkeeping, HR coordination, or inventory management

- Experience in a healthcare, field-based, or multi-site organization

Work Style & Fit

We’re seeking someone who is:

- Reliable and consistent

- Comfortable working independently

- Proactive and resourceful

- Friendly, approachable, and team-oriented

Compensation

Hourly Rate: $25–$32 per hour, depending on experience.