About this role
It's fun to work in a company where people truly believe in what they're doing!
We're committed to bringing passion and customer focus to the business.
Founded in 2010 and headquartered in Frisco, Texas, AHS Staffing has grown into a trusted and highly respected organization within our industry. At AHS Staffing, we go beyond simply offering a job to create meaningful, long-term careers. Our people-first approach ensures every corporate team member receives personalized support, competitive and transparent compensation, and access to leaders who understand both your role and your professional goals. We intentionally foster strong leader-to-team member relationships so you are never just another name on an org chart, but a valued contributor whose ideas, growth, and success matter. Our success is built on strong partnerships with our clients and within our internal teams, and we believe that when we truly listen, collaborate, and invest in our people, everyone benefits. That is why so many of our corporate team members build lasting careers here by growing within the organization, referring talented peers, and contributing to a culture rooted in integrity, accountability, and excellence.
At AHSG, we believe great work starts with integrity, which means doing what’s right, owning our work, and leading with honesty in every decision. We value innovation because we’re building what’s next, and we need team members who challenge the status quo, bring forward new ideas, and help push our organization forward. And we know lasting success only happens through collaboration, where we win together by lifting up the team, building bridges across departments, and working as one to create better outcomes for our clients, candidates, and the communities we serve.
"Do what’s right. Create what’s next. Win together."
The Operations Administrator is responsible for independently managing routine operational workflows that support AHS Staffing recruiters, clinicians, clients, vendors, and internal business partners. This position performs administrative, system, and operational work across multiple areas of the clinician and assignment lifecycle while ensuring requests are completed accurately, timely, and according to established procedures and service expectations.
Building upon the foundational responsibilities of the Associate Operations Administrator, this role operates with greater independence and accountability for assigned queues, processes, records, and follow-up activities. The Operations Administrator resolves standard operational issues, coordinates work across departments, and recognizes when an exception, risk, or nonstandard situation requires escalation.
This role works closely with Recruiting, Payroll, Credentialing, Sales, Finance, Human Resources, Legal, Marketing, and other business functions to maintain operational continuity and accurate information across systems. Success requires strong organization, sound judgment within established guidelines, responsive customer service, and the ability to manage multiple workflows in a fast-paced staffing environment.
Operational Workflow Ownership
- Independently manage assigned operational workflows, queues, shared inboxes, requests, and recurring responsibilities.
- Support workload coverage during periods of increased volume, PTO, vacancies, or changing business priorities.
Customer Service & Business Partnership
- Provide professional and responsive operational support to recruiters, clinicians, clients, vendors, and internal business partners.
- Respond independently to routine questions related to assigned workflows and provide accurate status updates.
- Communicate operational requirements, missing information, next steps, and expected timelines clearly.
Systems Administration & Data Integrity
- Enter, update, review, and maintain accurate information within Bullhorn, Workday, HubSpot, timekeeping systems, and other approved platforms.
- Understand how operational data affects downstream payroll, billing, credentialing, finance, HR, reporting, and assignment activity.
Operational Quality, Compliance & Risk Management
- Follow internal controls, confidentiality requirements, client expectations, and operational standards.
- Identify missing documentation, inconsistent data, incorrect rates, workflow failures, or other risks that could affect clinicians, clients, payroll, billing, or assignments.
Documentation & Process Execution
- Follow established SOPs, process maps, checklists, templates, and workflow requirements.
- Maintain assigned trackers, reports, shared resources, and operational documentation.
Cross-Functional Coordination
- Coordinate routine operational activities across Recruiting, Payroll, Credentialing, Sales, Finance, HR, Legal, Marketing, and Technology.
- Monitor cross-functional dependencies that may affect assignment readiness, payroll accuracy, billing, client service, or recruiter productivity.
- Escalate unresolved barriers that could create service delays or business risk.
Business Process Excellence
- Use approved technology, automation, and AI-enabled tools to improve documentation, organization, and workflow execution.
- Share feedback based on day-to-day operational experience to strengthen team practices.
Team Collaboration & Development
- Work collaboratively with team members to maintain coverage and operational continuity.
- Contribute to a service-oriented team culture centered on accountability, accuracy, and collaboration.
Recruiting Operations Support
- Independently process routine recruiter support requests within established service expectations.
- Maintain candidate, clinician, traveler, submission, placement, and assignment records in Bullhorn and related systems.
- Communicate completed actions, open items, and next steps to recruiters and recruiting leaders.
Contracts & Client Operations
- Enter and update client profiles, contract terms, rate information, operational requirements, and related records in HubSpot, Bullhorn, and approved systems.
- Monitor contract expirations, renewals, certificates of insurance, licensing requirements, amendments, and outstanding documentation.
- Coordinate with Sales, Legal, Finance, Billing, and Operations to obtain information required for client setup or assignment activity.
Systems & Workflow Operations
- Administer routine operational workflows across Bullhorn, Workday, HubSpot, timekeeping platforms, and other approved systems.
- Validate data moving between systems and investigate standard exceptions, failed tasks, duplicate records, or incomplete workflows.
- Assist with system testing, process validation, and documentation updates related to enhancements or workflow changes.
Payroll & Assignment Operations
- Independently coordinate routine assignment changes, extensions, cancellations, reimbursements, travel arrangements, housing requests, vehicle needs, and related operational support.
- Gather and review documentation required for payroll adjustments, assignment updates, reimbursements, and travel-related transactions.
- Verify that requests include appropriate approvals, dates, rates, amounts, and supporting information before processing.
- Escalate unresolved pay concerns, conflicting assignment information, or situations outside established procedures.
Vendor & Business Operations
- Independently coordinate routine administrative activity with operational vendors, technology partners, referral partners, and other third-party providers.
- Maintain current vendor contacts, procedures, account details, documentation, and issue records.
Business Process Excellence
- Maintain SOPs, process guides, checklists, trackers, templates, and training resources for assigned workflows.
- Use approved AI and productivity tools to improve documentation, task organization, reporting, and efficiency while validating outputs for accuracy.
- Assist with implementation and adoption of updated procedures across the team.
Other Duties as Assigned
- Perform additional operational, administrative, system, documentation, reporting, or support responsibilities based on business needs.
- Support special projects, workflow transitions, process clean-up efforts, system implementations, coverage needs, and cross-functional requests.
- Remain flexible as operational priorities, client requirements, technology, and department responsibilities evolve.
Education and Certifications:
- Required: High School Diploma or GED
- Preferred: Associate’s or bachelor's degree in Business, Healthcare Administration, Human Resources, Communications, Marketing, or related field; or equivalent combination of education and experience
Required Experience:
- 2 to 4 years of experience in operations, administration, healthcare staffing, recruiting support, client service, payroll support, contracts administration, vendor coordination, or related work.
- Experience independently managing recurring workflows, queues, requests, or administrative processes.
- Demonstrated ability to follow documented procedures while resolving routine issues with limited guidance.
- Strong attention to detail and experience reviewing data or documentation for accuracy.
- Ability to prioritize multiple time-sensitive requests in a fast-paced environment.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, Google Workspace, or similar business productivity tools.
- Ability to learn and use multiple business systems effectively.
- Demonstrated reliability, follow-through, and customer service orientation.
- Ability to recognize operational risk and escalate exceptions appropriately.
Preferred Experience:
- Experience in healthcare staffing, workforce solutions, recruiting operations, or high-volume business operations.
- Experience with Bullhorn, Workday, HubSpot, timekeeping platforms, ATS, CRM, or comparable systems.
- Experience in office management, office coordination, facilities support, or front desk operations.
- Experience supporting clinician assignments, payroll requests, contracts, client setup, vendors, or recruiting workflows.
- Experience maintaining shared inboxes, service queues, trackers, system records, or operational reports.
- Experience performing data validation, quality reviews, documentation audits, or process checks.
- Familiarity with SOP development, process mapping, workflow tools, or continuous improvement practices.
- Exposure to AI-enabled productivity tools, automation, dashboards, or operational reporting.
Success Metrics:
- Accuracy and timely completion of assigned operational workflows.
- Consistent achievement of service-level, productivity, and documentation expectations.
- Independent resolution of routine issues with appropriate escalation of exceptions and risks.
- Responsiveness and professionalism when supporting clinicians, recruiters, vendors, and internal partners.
- Reliability and accuracy of data maintained across operational systems and records.
- Demonstrated growth in cross-functional knowledge and readiness to manage more complex workflows at the Senior Operations Administrator level.
Location:
- This individual will be required to be in our Frisco office for a full shift Monday through Thursday and a half day on Fridays. We are looking for someone local and who enjoys a collaborative environment!
Compensation:
- The expected base hourly rate for this position starts at $ 22.50 per hour. The final compensation offered will be determined based on a number of factors, including but not limited to skills, qualifications, experience, and location.
Equal Employment Opportunity Statement
All AHSG companies, including AHS Staffing and Trio Workforce Solutions, are Equal Employment Opportunity employers. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity , national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
Reasonable Accommodation Statement (ADA)
AHSG will not refuse to hire or otherwise discriminate against a job applicant with a disability who is capable of performing the essential functions of the job with or without reasonable accommodation. If you need an accommodation to apply for a position or to perform the essential functions of the role, please let us know.
Essential Functions / Job Requirements
Qualified candidates must be able to perform the essential functions of the position, with or without reasonable accommodation. Requirements may vary depending on the role. A detailed job description, including the essential functions and any physical requirements, will be provided upon request.
Example of Role-Specific Requirements (when applicable)
For this position, the essential functions may include:
- Remaining in a stationary position for approximately 50% of the workday
- Learning and applying new tasks and procedures
- Maintaining attention and completing work independently
- Making timely workflow-related decisions
- Meeting productivity and/or time-based performance expectations
Qualified candidates must possess the physical and mental abilities necessary to perform the job's essential functions, with or without reasonable accommodation. Specific requirements may vary depending on the nature of the position. Applicants should be prepared to discuss their ability to meet these requirements during the interview process. A detailed job description outlining the physical and mental demands of the role will be provided upon request.
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