Operations Administrator

The NAI

Operations Administrator assisting with case management and administrative duties in a healthcare environment. Managing documentation, coordinating communications, and ensuring compliance with state regulations.

Posted 8/1/2026full-timeRemote • Virginia • 🇺🇸 United StatesJuniorMid-Level💰 $22 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational and time-management skills while managing confidential information and ensuring compliance with state-specific regulations. Proficient in maintaining accurate case records and facilitating effective communication with stakeholders.

Highest-signal resume keywords

Case ManagementMicrosoft Office Suite ProficiencyConfidential Information ManagementExcellent Communication SkillsAttention to Detail

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Document ManagementCase TrackingInvoice GenerationData EntryCompliance Monitoring

Soft Skills

Customer ServiceOrganizationTime ManagementIndependenceCollaboration

Tools & Technologies

ShareFileEmail PlatformsFile-Sharing PlatformsTracking Spreadsheets

Industry Keywords

Healthcare AdministrationInsuranceLegal SupportIRO RegulationsAudit Compliance

About the role

Key responsibilities & impact

Accept and process newly assigned review cases.
Create and maintain case folders within secure document management systems.
Review incoming documentation and identify enrollee, representative, and health plan contact information.
Maintain accurate case records and tracking spreadsheets.
Request missing contact information or documentation from stakeholders as needed.
Monitor case timelines and ensure compliance with state-specific requirements.
Organize, upload, rename, and maintain case-related documents for efficient review.
Create and manage secure ShareFile accounts for health plans, providers, and clinical reviewers.
Prepare, encrypt, and distribute confidential documents using approved security protocols.
Assist stakeholders with secure document submission through email, file-sharing platforms, or mail.
Maintain complete and organized electronic case files throughout the review process.
Prepare medical reviewer forms and supporting documentation for clinical reviewers.
Set up and manage secure reviewer access to case materials.
Distribute reviewer instructions and required forms.
Track reviewer submissions and ensure all required documentation is received.
Maintain communication with reviewers regarding administrative requirements.
Prepare cover letters and final determination mailing packets for all involved parties.
Assemble state-specific correspondence packages and supporting documentation.
Coordinate secure electronic distribution and certified mail delivery.
Maintain tracking records for all mailed and emailed determination packets.
Archive final case documentation according to organizational procedures.
Generate invoices based on state-specific fee schedules.
Distribute invoices to health plans and applicable regulatory entities.
Monitor invoice due dates and payment status.
Maintain invoice tracking systems and supporting documentation.
Send payment reminders and coordinate with finance personnel regarding outstanding payments.
Ensure adherence to state IRO regulations, confidentiality requirements, and internal procedures.
Maintain case tracker, monitoring reports, and invoice records.
Document daily case activity, communications, and phone logs.
Preserve accurate records for audit and compliance purposes.
Support project leadership with administrative reporting and operational updates.

Requirements

What you’ll need

Minimum of high school diploma or GED equivalent required
2+ years of experience in administrative operations, healthcare administration, insurance, legal support, or case management.
Professional demeanor and excellent customer service skills
Strong proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
Experience managing confidential and sensitive information.
Excellent organization, prioritization, and time-management skills.
Excellent Communicator with Strong written and verbal communication skills.
Ability to work independently and manage multiple deadlines simultaneously.
Exceptional attention to detail and accuracy.
Thrives working both independently (a self-starter) and collaboratively
Dependable, respectful and consistently works to uphold company ethics and standards

Benefits

Comp & perks

Medical, Dental, and Vision benefits available
401(k) available with company match
Paid holidays
Paid Vacation Time