Operation Coordinator

About Us: At VONA, we are passionate about making a difference in the world of case management. Our team is committed to operational excellence and delivering exceptional administrative support that ensures our services are efficient, accurate, and client focused. We are seeking a highly dependable and detail-oriented Administrative Assistant to join our team and support our mission of service and impact.

Purpose: At VONA, we believe in the power of purpose and passion in everything we do.  Our Administrative Assistant is responsible for managing critical intake, documentation, and communication workflows. This position requires a high level of independence, discretion, and attention to detail. You will play a key role in maintaining the accuracy and integrity of our case management systems while supporting cross-functional administrative operations.

Based in our Daphne office, this role is not just about operational readiness; it is about making a meaningful impact on the lives of those we serve.

Core Responsibilities:

This role requires initiative, precision, and the ability to manage multiple administrative functions with minimal supervision:

• Deliver administrative support across multiple functions as designated and/or needed.
• Maintain data accuracy and consistency across all systems.
• Monitor and process incoming correspondence, ensuring timely routine and proper documentation.
• Assist with compiling and maintaining new client lists.
• Identify and escalate time-sensitive or high-priority communications to appropriate stakeholders.
• Assist with invoice processes, including report review, creation, and billing to insurance companies.
• Assist with accounts receivable, including follow-up on outstanding balances.
• Provide support for medical records requests.
• Collaborate with marketing team to support customer communications.

· 2–4 years of experience in administrative operations, preferably in a healthcare setting.

· Strong organizational and analytical skills with a high attention to detail.

· Ability to work independently and manage multiple priorities in a fast-paced environment.

· Excellent written communication and interpersonal skills.

· Proficiency in Microsoft Office Suite and familiarity with case management systems.