Operations Coordinator

The Operations Coordinator is a multi-functional, front-line role responsible for providing information about the full-spec­trum health and wellness activities and services available from HealthYou, LLC , part of the Garden of the Gods Resort and Club family of companies. Serves as the main point of contact for a designated number of HealthYou clients and employees to coordinate the client's employee wellness programs and initiatives using a cloud-based health management application and wellness services to drive improvements in health risks and other identified measures. Provide excellent customer service, proactive solutions, and respond immediately to any requests to ensure optimal retention of business. The Operations Coordinator must continually present a high level of professionalism, possess strong interpersonal skills, maintain a positive attitude, and remain calm under pressure. It is a dynamic, multitask­ing and client-facing role key to the first impression - on the phone, via email, text, or in-person - and ultimate success of HealthYou and its continued growth. PRIMARY RESPONSIBILITIES Specific duties of individual assignments will vary and may include general analytical assignments. Areas of Focus: Responding to customer queries in a timely and accurate way, via phone, email or text. Identify customer needs and help customers use specific features of the wellness portals. Follow up with customers to ensure their program or technical issues are resolved. Delivering information about a company's offerings. Providing proactive customer outreach. Handling customer complaints. Collecting and analyzing customer feedback. Ordering inventory from vendors and suppliers and securing shipment arrival times Managing inventory by stocking and cataloging products for a business Performing quality checks on stored inventory and discarding inventory that does not meet the company's standards Updating inventory count and maintaining inventory records to share with management and other stakeholders in the business Reporting discrepancies in inventory that indicate theft, such as too little inventory at last count Implementing loss prevention programs to prevent theft Obtaining estimates and price details from different vendors to compare costs Researching the accuracy of product details and testing new products Assists with routine travel arrangements. Research hotel, flight, and car rental availability, confirms reservations and makes itinerary changes as necessary. Communicates travel plans and itineraries. Answers questions about travel policies and process. Areas of Focus (continued): Master and maintain an in-depth knowledge of the HealthYou wellness portal(s), features, health screenings, coaching, and other of HealthYou's suite of programs and services for clients primarily by way of telephone conferences, traveling to the client site, meetings or utilizing the internet. Maintain accurate records and ensure confidentiality of data collected is in compliance with HIPAA standards and other regulations and policies. Prepare, interpret, and deliver program summary and evaluation reports utilizing group participation, risk, and other data; continually evaluate programming needs and delivery methods to identify improvement strategies Foster strong relationships to ensure high customer satisfaction is reached and maintained. Assist in developing an overall management strategy. Consult with management to identify, define, and document business needs, objectives, and current operational procedures. Acts as a liaison in the analysis, design, configuration, testing and maintenance of business processes to ensure optimal operational performance. Track and fully document changes for business specifications; write detailed universally understood procedures for permanent records and for use in training. Define and document business functions and processes. Identify opportunities for improving business processes, assist in the preparation of proposals to develop new operational changes. Organize and conduct business process improvement projects. Provide assistance in training, mentoring, and coaching staff. Develop training curriculums and conduct formal training sessions, as required. Act as a team lead on designated projects or assignments. Perform other job duties as assigned and/or as directed by management. PROFESSIONAL REQUIREMENTS Minimum Knowledge   • Must have patient-centered customer service skills with excellent multitasking abilities, problem-solving, organizational, and planning skills. • Ability to work independently and exercise judgment to resolve personnel and production issues that arise during daily operations. • Ability to effectively present information and respond to questions from man­agers, team members, members, patients, and the general public. • Must be able to understand medical and wellness related terminology in­clud­ing the various treatment modalities, equipment, and products. • Understands and possess a high degree of confidentiality and discretion; awareness of the importance of protecting same • People-oriented with an ability to adapt / respond to different types of personali­ties; good problem-solving skills • Ability to multi-task, prioritize and manage time effectively • Proficient computer skills and ability to learn database and patient scheduling sys­tems, including electronic health records and Microsoft Office, and a high level of data entry proficiency • Ability to be proactive and resourceful in attending to unanticipated situations; a quick learner, eager to help develop and evolve procedures • Ability to handle conflicting ideas and controversies around wellness top­ics and communicate information diplomatically. • Must be able to show initiative in job performance, including anticipating what needs to be done before it becomes necessary. • Must be able to think critically and creatively, have knowledge of proper body me­chanics to prevent injury. • Requires excellent communication skills, computer (technology) skills - including Excel, interpersonal skills, and record keeping.     Formal Education & Job-Related Experience • High school or college degree or equivalent • Customer service experience, preferably related to a high-volume healthcare, hos­pitality, or service-related industry; strong preference for healthcare office or healthcare system experiences with progressive responsibilities License, Registration, and/or Certification Required o Licensed Personal Trainer þ Valid Driver's License o Food Protection Manager Certification o Alcohol Server / Seller Certification o AFAA Group Exercise þ First-Aid / CPR / AED Certification o Food Handler Certification Problem Solving Identifiable - Information is clear but further investigation often is required in order to define problems and proceed. Often requires modifying existing proce­dures / prece­dents within established policy. Guidance Projects are assigned with considerable latitude for decision making and setting of pri­orities. Work may be periodically reviewed according to achievement of predefined goals.   SCHEDULE & COMPENSATION Full-Time (40 Hours) non-exempt with ability to grow within role and organization Clinic and patient services provided Monday through Friday; assigned work schedule based on a 5-day work week which may include occasional weekend shift work. Benefits Eligible (first of the month 60-days after date of hire) Wages - Commensurate with experience, professional demeanor, contribution impact abilities, and commitment EXTERNAL & INTERNAL PERSONAL CONTACT Communications Daily Verbal Written Weekly Participating in meetings Occasionally Consulting to others Teamwork & Collaboration This job is a participant in the departmental work team with responsibility and ac­countability for team activities Travel Typically, not required; however, may be subject to change for travel to off-property events, as needed.   PHYSICAL REQUIREMENTS, WORKING CONDITIONS & ENVIRONMENTAL FACTORS Most portions (50% - 100%) of daily assignments involve prolonged sitting or standing in an indoor office area with carpeted or tile floors. Well-lit with good ventilation. Some portions (25% - 50%) of daily assignments involve potential ergonomic risk, such as regular repetitive tasks, forceful or prolonged exertions of the hands, lifting, pulling, pushing, or carrying of heavy objects. PHYSICAL REQUIREMENTS N/A (Not Applicable) OCCASIONAL FREQUENTLY Sitting X Standing X Walking X Bending Over X Crawling X Reaching X Crouching X Kneeling X Balancing X Pushing / Pulling X Lifting / Carrying: 10 lbs. or less X 11 to 25 lbs. X 26 to 50 lbs. X 51 to 70 lbs. X Manual Dexterity X Fine Motor Skills X Gross Motor Skills X Eye / Hand Coordination X Near Vision X Far Vision X Color Recognition X Hearing X   ENVIRONMENTAL FACTORS YES NO Working Outside X Working Inside X Working Alone X Working Closely with Others X Excessive Cold / Heat X Excessive Humidity / Dampness X Noise / Vibrations X Working Above Ground X Working Below Ground X Working with Chemicals / Detergents / Cleaners X Working Around Fumes / Smoke / Gas X Walking on Uneven Surfaces X Operating Motorized Equipment or Vehicles X Working Around/Near Machinery/Motorized Equipment X Climbing on Scaffolds or Ladders X Continuous Use with a Computer and Keyboard X   ABOUT US Perched atop a mesa in Colorado Springs, Garden of the Gods Resort and Club is the premier wellness destination retreat in the Rocky Mountain region, offering a world-class resort coupled with health, spa, beauty, and fitness experiences that create remarkable mem­ories and transform lives. Set among expansive vistas of the snow-capped Pikes Peak and awe-inspiring National Landmark of the same name, Garden of the Gods Resort and Club boasts a legendary history. Today, the same beautiful setting beckons travelers worldwide to undergo a personalized journey of restoration and renewal with its integrative medical practices, thoughtful spa treatments, functional fitness exercises, and relaxing and renewing well-being experi­ences. HealthYou at Garden of the Gods Resort and Club is part of a family of companies which also includes Strata Med (Health and Wellness), Strata Body (Spa and Salon), and Strata Fit (Fitness and Performance). Here, a team of acclaimed, board-certified physicians, nurses, wellness clinicians, and award-winning therapists - with services ranging from primary care for men's and women's health, to func­tional neurology and energy healing - integrate the best of innovative, multidisciplinary, modern, and concierge medicine with medi­tation, nutrition, mindfulness, and fitness to provide guides a fresh perspective, great levels of wellness, and a renewed sense of life, living, and possibility. Through personalized journeys, tailored treat­ment plans, and customized -unique and boutique - wellness retreats, patient health is understood from the whole-person perspective with results that transcend and transform. Experiences are crafted for individuals, couples, families, and teams. Mission (what we do): Where Self-care and Healthcare Become One   Practice Foundation (who we are): User-Centered (Guest / Member / Patient / Athlete) Integrated Wellness Care, Compassion, Connection Authenticity and Intentionality     Vision (why we exist): Inspire the Spirit and Satisfy the Soul     Brand Promise (made to every person): Transform Lives Through Community     Key Disciplines (how we deliver): STRATA Med / Spa / Fit   On property, guests enjoy luxurious accommodations in its 116 rooms and suites within its hotel, Cottages, and Casitas, including one to three-bedroom suites, many of which feature private patios with stunning views of the Garden of the Gods Park. The resort offers more than 12,000 square feet of some of the state's most beautiful meeting and event spaces and a world-class executive health program. Activities include golfing at its 27-hole championship course; tennis on two outdoor and four state-of-the-art indoor courts; three outdoor swimming pools; and an array of dining experiences.   Job Posted by ApplicantPro