Systems and Operations Coordinator (Job ID: RANREG1F)
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C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
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About the Client:
The client is building an integrated health and aesthetics business that combines a physical spa offering services such as facials, Botox, and laser treatments with a telehealth operation focused on peptides, hormone replacement therapy, and weight loss solutions. With a background in corporate HR and operations, the client is focused on creating scalable systems, ensuring compliance, and building a strong operational foundation. The business is in an early growth stage, requiring structure, automation, and strategic organization across multiple platforms and workflows.
About the Role:
The Systems and Operations Coordinator will play a critical role in building, organizing, and optimizing the operational and technological foundation of the business. This is a highly strategic and hands-on position focused on implementing systems, managing workflows, and ensuring seamless integration between tools such as CRMs and EMRs. The ideal candidate is proactive, tech-savvy, and capable of independently identifying solutions, structuring processes, and supporting both the operational and growth aspects of the business without requiring constant direction.
Key Responsibilities
Systems Management and Automation
- Implement and configure tools such as Go High Level, EMRs, and other operational platforms
- Design and integrate automations across systems to optimize workflows
- Ensure all systems are properly connected and functioning efficiently
- Identify opportunities to improve operational efficiency through technology
Process Building and Organization
- Migrate and organize client data from sources such as WhatsApp into structured systems
- Create and document clear, scalable operational processes
- Ensure workflows align with healthcare regulations and industry standards
- Maintain and update processes as the business evolves
Project and Operations Management
- Use tools like Notion to manage projects, tasks, and priorities
- Track progress on key initiatives and ensure execution
- Translate business ideas into structured action plans
- Adjust processes and priorities based on business needs
Lead Management and Commercial Support
- Oversee and optimize lead management within the CRM
- Ensure timely follow-ups with prospects and existing clients
- Support the implementation of outreach and retention strategies
- Contribute to improving the overall sales funnel
Compliance and Data Handling
- Ensure proper handling of sensitive and medical information
- Maintain compliance with industry standards and best practices
- Keep documentation organized and up to date
Qualifications & Skills
Must
- Experience with Go High Level and Notion required
- Experience building systems, automations, and operational workflows
- Experience integrating multiple systems and platforms
- Strong technical aptitude and ability to learn new tools quickly
- Fluent in English and Spanish
- Experience working in fast-paced or startup environments
- Background in operations or project management roles
Preferred
- Experience with EMRs or healthcare-related systems
- Background in health, aesthetics, or telehealth industries
- Experience handling compliance or sensitive data
Personality Traits
- Proactive and solutions-oriented
- Highly autonomous with strong execution skills
- Structured and detail-oriented thinker
- Able to anticipate needs and identify gaps
- Clear and direct communicator
- Growth mindset with a focus on continuous improvement
- Comfortable working in complex and evolving environments