Operations Coordinator

7 days ago

Hudson Falls, New York, United States WishHealth inc Full time

Position Overview

The Operations Coordinator is a critical link across all departments at Wishhealth — ensuring smooth coordination between dispatch, compliance, HR, and maintenance operations. This role maintains administrative accuracy, optimizes workflows, and supports leadership by handling timekeeping audits, billing oversight, fleet coordination, and staff administration. The ideal candidate is highly organized, proactive, and exceptionally comfortable with technology and data management.

Key ResponsibilitiesOperational Oversight

  • Verify and record private pay trip payments, ensuring all invoices are paid in full.
  • Set up private pay standing orders, maintain recurring schedules, and communicate updates to Dispatch and Billing.
  • Create and manage spreadsheets for dialysis facilities to track recurring orders, trip frequencies, and service consistency.
  • Conduct daily Paychex audits, reviewing clock-in/clock-out times and reconciling discrepancies with actual trip schedules.
  • Review and maintain non-shift timekeeping (admin hours, maintenance time, and missed punches).
  • Manage Linxup driver assignments daily, ensuring GPS tracking and route consistency for every vehicle.
  • Coordinate vehicle maintenance schedules between Dispatch and the Maintenance Shop, ensuring timely inspections and repairs.
  • Maintain updated fleet status logs and proactively communicate downtime to Dispatch.
  • Keeping inventory of Office Supplies and Fleet equipment and Uniforms.

Cross-Departmental Support

  • Serve as the primary administrative bridge between Dispatch, HR/Compliance, and Maintenance.
  • Assist with new hire onboarding paperwork, file management, and compliance documentation (19-A, medical exams, driver abstracts, etc.).
  • Process driver pay rate increases and ensure accurate updates in Paychex and internal records.
  • Manage driver time-off requests, ensuring they're logged on the shared calendar and communicated to relevant departments.
  • Follow up on Paychex discrepancies for missed punches, time adjustments, and PTO balances.
  • Support billing and private pay coordination as needed for recurring clients and facility partnerships.

Backup & On-Call Responsibilities

  • Be trained as the backup Dispatcher, capable of managing routes, driver communications, and trip adjustments.
  • Be trained as the backup Compliance Manager, able to assist with audits, documentation, and renewals.
  • Participate in evening on-call rotation, responding to after-hours operational needs or dispatch issues.

Technology & Reporting

  • Use technology (Google Sheets, RouteGenie, Linxup, Paychex, etc.) to streamline reporting and communication.
  • Create and maintain dashboards and logs to track payroll exceptions, fleet usage, and compliance deadlines.
  • Assist with automation and process improvement projects across departments.
  • Compile weekly and monthly performance reports for leadership, including:
  • Payroll audits
  • Trip and vehicle utilization data
  • HR compliance metrics

Job Type: Full-time

Pay: $52, $54,600.00 per year

Benefits:

  • Employee discount
  • Flexible schedule
  • Paid time off

Work Location: In person

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