Business Operations Coordinator

At My Psychiatrist, operational excellence is not behind the scenes — it is what makes access to mental health care possible.

As we continue expanding across Florida, we are seeking a Business Operations Coordinator to serve as a central operational force supporting our growing network of clinics. This role sits at the intersection of facilities, vendor management, procurement, and operational infrastructure. You will ensure that our physical environments, operational systems, and vendor partnerships run smoothly so our clinicians and teams can focus on what matters most: delivering exceptional patient care.

This position requires a high-ownership operational generalist who thrives in dynamic environments, manages multiple priorities simultaneously, and brings discipline to execution across multiple sites.

Scope of Responsibility

The Business Operations Coordinator supports operational infrastructure across all My Psychiatrist locations including:

• Hollywood
• Sheridan
• Plantation
• Oakland Park
• Boca Raton
• Lake Nona
• South Miami
• Doral

This role ensures facility readiness, vendor accountability, procurement efficiency, and operational continuity across all sites.

Real Estate & Facilities Management

• Support all facility-related functions including lease administration, build-outs, renovations, and space planning
• Serve as operational point of contact for landlords, contractors, architects, and permit agencies
• Assist with contractor selection, RFP processes, and project timelines for capital improvements
• Coordinate routine maintenance, repairs, and vendor services (HVAC, security, janitorial, landscaping)
• Ensure compliance with building codes, ADA requirements, fire safety, and healthcare facility regulations
• Oversee permit applications and renewals for clinical and administrative spaces
• Track facility-related budgets and flag cost overruns or timeline delays
• Maintain facility documentation including leases, certificates of occupancy, inspections, and vendor contracts

Vendor & Supply Management

• Manage non-clinical procurement including office supplies, furniture, IT equipment, and administrative materials
• Negotiate vendor contracts and pricing for recurring services and bulk purchases
• Establish and maintain vendor relationships; evaluate performance and cost-effectiveness
• Support inventory management systems for office and facility supplies
• Ensure vendor compliance with insurance, W-9, and contractual requirements

Technology & Infrastructure Coordination

• In partnership with IT vendors and internal leadership:
• Coordinate installation and deployment of office TVs, panic button systems, and security cameras
• Coordinate internet installation and infrastructure setup for new and existing locations
• Support technology procurement logistics including device ordering and deployment

Event & Internal Engagement Coordination

Support operational logistics for internal organizational events including provider appreciation dinners, leadership offsites, holiday celebrations, team building events, and employee engagement initiatives. Responsibilities include:

• Venue sourcing and coordination
• Vendor sourcing for catering and event services
• Event logistics and setup coordination
• Event materials and giveaway management

Marketing & Brand Operations Support

Partner with the Marketing team to manage operational logistics for:

• Marketing merchandise and swag inventory
• Conference materials and branding items
• Uniform ordering and distribution
• Shipping marketing materials to offices
• Ensure consistent availability and inventory tracking across locations.

Special Projects

Lead and support operational initiatives assigned by the VP of Practice Operations or Executive Leadership Team. Examples may include:

• New clinic launches
• Operational process improvements
• Vendor transitions
• Infrastructure projects
• Internal systems implementation

Success in This Role

Within the first year, this role will:

• Ensure all locations maintain operational readiness and compliance
• Improve vendor cost efficiency and procurement processes
• Support smooth execution of new office openings and facility improvements
• Maintain organized documentation for all operational infrastructure
• Deliver highly organized execution of internal operational initiatives

Ideal Candidate Profile

We are seeking an operations professional who thrives in dynamic environments and enjoys solving complex operational challenges. The ideal candidate is a hands-on operational generalist capable of managing facilities, vendors, logistics, and internal projects simultaneously.

Required Qualifications

• 3+ years of experience in operations, facilities management, or multi-site business operations
• Experience supporting multiple office locations
• Healthcare industry experience required
• Knowledge of medical office regulatory requirements and licensing standards
• Experience with vendor management, procurement processes, facilities coordination, and project coordination
• Strong organizational and project management skills
• Ability to manage multiple priorities and deadlines simultaneously
• Valid driver’s license and ability to travel between clinic locations as needed

Preferred Qualifications

• Experience supporting behavioral health or psychiatric clinics
• Experience coordinating medical office build-outs or facility expansions
• Experience in startup or high-growth environments

Why This Role Matters

Behind every successful clinic is an operational system that makes care possible.

The work you do will directly support our ability to expand access to mental health services across Florida.

Join us in building the operational foundation for the future of behavioral health care.

Reach out directly at diana.paul@mypsychiatrist.com