Operations Coordinator

Operations Coordinator Full-Time, In-Person | Sammamish, WA | Reports to: Director of Business Operations About OASIS Answers, Inc. OASIS Answers, Inc. (OAI) is a specialized healthcare consulting firm dedicated to advancing quality, compliance, and education across post-acute care settings. With a 20+ year national footprint and a collaborative, mission-driven team, we provide expert guidance, training, certification and strategic support to government and provider organizations navigating complex regulatory landscapes. Our work blends clinical insight, operational excellence, and a commitment to elevating care standards and empowering providers to deliver meaningful outcomes for the patient communities they serve. Who you are You’re the kind of person who notices what others overlook, and quietly makes sure it gets handled. You thrive in an environment where systems are organized, priorities are clear, and follow-through matters. You’re dependable, thoughtful, and collaborative, with a steady mix of confidence and humility: confident enough to take ownership, humble enough to ask smart questions when it counts. You don’t just complete tasks, you improve the way work gets done. You bring a positive steady attitude to your work and naturally inspire the people around you. The role We’re hiring an Operations Coordinator to keep our day-to-day operations running smoothly across fulfillment, training logistics, client communication, and core financial administration (including QuickBooks/accounts payable, and accounts receivable). This is a high-trust, hands-on role within a small, collaborative team. Your work will be visible, valued, and directly tied to our ability to support and serve healthcare providers with excellence. You don’t need to come in “knowing everything.” You do need to be reliable, thoughtful, organized, and motivated toward continuous improvement. As you learn the business, there’s room to grow into broader operational ownership - especially if you enjoy building repeatable processes and making things smoother, faster, and more reliable. What you’ll own 1) Fulfillment & Office Operations (the daily engine) · Support customers with order and fulfillment questions via email and phone · Run daily outbound shipments through our fulfillment platform and resolve exceptions · Process daily transactions (orders, returns, credits, substitutions) with accurate, timely record keeping · Maintain inventory of shipping and office supplies; reorder proactively - before it becomes urgent · Own recurring administrative tasks tied to daily operations, including check deposits, payment matching, and clean consistent QuickBooks entry 2) Training Programs & Event Logistics (nationwide coordination) ● Support venue research, booking and vendor coordination in partnership with program leads ● Track program details such as dates, locations, attendee counts, and required materials ● Communicate clearly with instructors, proctors and attendees ● Prepare, ship and track training materials - on time, every time ● Coordinate with marketing and education teammates to ensure smooth event execution 3) Financial Administration (simple, steady, accurate) Accounts Receivable (AR): create and send invoices, apply payments, and follow up on overdue balances professionally Accounts Payable (AP): process vendor bills in QuickBooks with accurate coding and timely payment Reconcile vendor statements and proactively help resolve discrepancies Keep digital financial files organized and support month-end close in collaboration with accounting Assist with expense tracking, receipt collection, and credit card reconciliation following SOPs 4) Continuous Improvement (help us run smarter) Maintain documentation and track action items so nothing falls through the cracks Identify workflow gaps, flag issues early, suggest improvements, and help build/refine repeated processes 5) Client Communication & Service Serve as the polished first point of contact for inbound calls and emails from healthcare professionals and clients Bring a calm, solutions-oriented presence to every interaction - professional, warm, and knowledgeable Triage and route requests appropriately, ensuring timely follow-through and resolution What success looks like in your first 90 days Customer inquiries are handled promptly and completely - nothing slips through the cracks Fulfillment runs consistently with on-time shipments, and smooth handling of exceptions Daily transactions are recorded accurately with clean, reliable reconciliation Assigned training logistics are coordinated end-to-end without critical gaps Program materials ship on time and with full accuracy You communicate status clearly and proactively keeping your team informed with no surprises * The Kind of Person Who Thrives Here You’ll do well in this role if you’re: Competent and calm: able to manage multiple moving parts without drama or urgency spirals Trustworthy: you do what you say you’ll do, and you speak up early if something changes Detail-oriented: accuracy matters to you because it protects the team, the business, and the client experience Friendly and professional: you communicate with healthcare professionals and colleagues confidently, respectfully, and with good judgment Process-minded: you appreciate clear SOPs and naturally look for ways to refine and improve them A team player: you ask questions, share updates, and enjoy contributing to a small, quality-first team Requirements 2+ years in operations, coordination, customer support, or office administration Hands-on QuickBooks experience (AP/AR and reconciliation), or ability to learn it quickly Strong written and verbal communication skills with a professional, confident presence Organized, consistent, and able to own recurring workflows with minimal supervision Comfortable with Microsoft 365 (Outlook, Teams, SharePoint) and quick to learn new tools Able to manage competing priorities while maintaining high quality and accuracy Nice to Have Experience in a small business or “multiple hats” environment Event coordination experience, especially across multiple sites Background supporting professional education or healthcare audiences Deeper experience in AP/AR, vendor management, or reconciliation processes Schedule + Physical Requirements Monday–Friday, 8 hours/day between 6:00 AM and 5:00 PM Pacific Able to lift 25–30 lbs. for shipping products and training materials Compensation + Benefits $55,000–$70,000 (depending on experience) 15 paid holidays, 2 weeks PTO, and participation in a SEP retirement plan Must be authorized to work in the U.S.; reference and background checks may be required Job Type: Full-time Pay: $55,000.00 - $70,000.00 per year Work Location: In person