Operations, Scheduling & NDIS Administration Coordinator

Category: Business Support Location: Angeles City Pampanga Philippines Position Title: Operations, Scheduling & NDIS Administration Coordinator Work Set-up: Work From Home Schedule: Monday – Friday, 9:00 am – 5:00 pm PH Time Salary: Php 40,000 – Php 50,000 About the Role We’re looking for a highly organised, proactive, and detail-oriented Operations, Scheduling & NDIS Administration Coordinator who can support the day-to-day operational flow of a busy healthcare and NDIS practice. This role is perfect for someone who thrives in structured environments, enjoys problem-solving, and can confidently manage follow-ups, scheduling, reporting, and administration tasks with accuracy and care. You’ll play a key role in ensuring operational processes run smoothly across scheduling, support-plan administration, waitlist management, billing follow-up, reporting, and therapist coordination — helping the business stay organised, efficient, and client-focused. We are a growing healthcare and NDIS-focused practice committed to delivering high-quality support and client care through strong operational systems and collaborative teamwork. Our environment is fast-paced, people-focused, and continuously evolving, with a strong emphasis on organisation, accountability, and consistency. JOB DESCRIPTION FOR OPERATIONS, SCHEDULING & NDIS ADMINISTRATION COORDINATOR Responsibilities as an Operations, Scheduling & NDIS Administration Coordinator: • Diary, Scheduling & Recall Management o Monitor the diary and identify clients due for recalls o Send recall emails and SMS reminders where appropriate o Track completed and outstanding recalls o Maintain accurate diary scheduling, including reviews, leave, supervision sessions, and key operational dates o Flag incomplete or unclear scheduling information to management • Support Plan Administration o Upload and manage support-plan documents within PracSuite o Track support-plan workflows and three-month review requirements o Enter review reminders into the diary system o Follow up therapists for missing updates or documentation o Monitor support plans that are pending, overdue, blocked, or completed o Escalate urgent or unresolved issues appropriately • Waitlist Management o Maintain and update the practice waitlist accurately o Track client next steps and required follow-ups o Review waitlist activity regularly and help improve overall waitlist processes o Work collaboratively with management to streamline workflows • Outstanding Payments & Unbilled Appointment Review o Review outstanding balances and payment reports o Investigate unbilled appointments and missing billing information o Liaise with plan managers regarding payment-related queries o Prepare organised summaries of payment or billing issues for management review o Identify process gaps and recurring billing concerns • KPI Dashboard & Weekly Reporting o Update KPI dashboards weekly o Run operational and admin reports as required o Review reports for missing or incorrect information o Track recalls, support plans, waitlist activity, payments, and appointment statuses o Provide clear operational updates to management • Internal Coordination & Therapist Follow-Up o Follow up therapists and internal team members regarding outstanding actions or missing information o Send professional and structured reminders o Track responses and escalate repeated non-responses when necessary o Help reduce manual follow-up workloads for the leadership team • Process Documentation & Improvement o Document recurring workflows and operational processes o Create simple guides, checklists, and process notes o Identify gaps or inefficiencies in existing workflows o Recommend practical process improvements where appropriate Qualifications as an Operations, Scheduling & NDIS Administration Coordinator: • Minimum 3 years’ experience in administration, operations support, healthcare administration, scheduling, billing support, or practice coordination • Experience in allied health, medical administration, NDIS, disability services, or healthcare environments is highly desirable • Strong organisational and multitasking abilities • Intermediate Excel and reporting skills • Strong written and verbal communication skills • High attention to detail and accuracy when handling sensitive information • Experience using practice management systems or CRMs • Comfortable learning healthcare administration software such as PracSuite • Ability to work independently and manage competing priorities effectively • Understanding of confidentiality, compliance, and professional communication standards Your love for Boomering will jump-start with these meaningful engagement activities and perks. Using the concepts and tools of EOS (Entrepreneurial Operating System), Boomering provides a fun, rewarding, and stimulating environment where work-life balance meets a commitment to foster growth. • Genuinely caring Leadership Team • Competitive salary package • Company-pro