Job description

[app.ashbyhq.com] Location: Remote Are you the person teams turn to when something needs to get done and done right? We’re looking for a Client Operations Coordinator who thrives on details, enjoys variety, and is happy to jump into whatever the team needs that week. In this remote role, you’ll be the connective tissue of our client operations: making sure spending plans are accurate, providers get paid on time, and families get fast answers on the practical details that turn a plan into real services. No two weeks look the same. One day you might be tracking down a provider for a family, the next you’re auditing a spending plan, preparing a quote or updating a contract, or building a new process from scratch. As we grow, new needs will keep surfacing, and you’ll be the one who steps in, figures it out, and makes it run smoothly. This role is perfect for someone who: - Enjoys reviewing numbers and catching errors - Loves organizing information and following structured workflows - Gets energy from variety and is comfortable switching between tasks - Sees an unfamiliar problem as a chance to learn something new - Likes being the steady, reliable backbone of an operations team At NeuroNav, we believe everyone deserves the opportunity to make their own choices and shape their story, regardless of disability. We specialize in helping families navigate California’s Self-Determination Program (SDP), which offers more creative and custom choice in how state funds are used. You’ll be the operational engine behind that mission, working alongside our Navigators so families can focus on their goals instead of paperwork. About NeuroNav Founded at Stanford in 2020 with support from the Stanford Innovation Fellowship, NeuroNav is driving innovation in disability services by connecting clients with personalized support from virtual Navigators and operational experts. Last year, we helped hundreds of individuals access life-changing services through SDP, and we are rapidly scaling our impact. Responsibilities include: - Client Operations Support – Own and resolve client operations requests, such as provider searches, so Navigators can stay focused on planning and relationships. - Quotes & Contracts – Prepare and send quotes for prospective families, and keep contracts accurate and up to date so the path from first conversation to enrollment stays clear and moving. - Spending Plan Review & Package Guidance – Audit spending plans for accuracy and completeness, and serve as the in-house expert on which service package best fits each family’s needs. - Invoice & Payment Management – Ensure accurate, timely submission of invoices to Financial Management Services (FMS) providers, track approval and payment status, and follow up as needed. - Documentation Coordination – Educate and guide staff and providers on required documents (e.g., W-9s, agreements, proof of service) to maintain compliance with SDP requirements. - Spending Plan Implementation – Support families and Independent Facilitators with purchase requests and vendor and staff onboarding to turn spending plans into real services. - Workflow Optimization – Develop and refine processes across client transition, provider onboarding, and invoicing, and take ownership of new client operations procedures as we identify them. - Customer Service Excellence – Communicate clearly and proactively with families, vendors, and FMS contacts so services continue without interruption. - Wherever the Team Needs You – As a growing company, our needs change quickly. You’ll pick up new projects, fill gaps, and step into whatever client operations work comes up, and help shape what this role becomes. What You’ll Bring - Bachelor’s degree or equivalent work experience - Experience in operations, billing, contracts, accounts receivable/payable, or administrative coordination - A flexible, resourceful mindset and comfort with ambiguity, shifting priorities, and learning new things quickly - Strong attention to detail and comfort with math, spreadsheets, and reconciling numbers - Client-facing or customer service experience managing multiple relationships at once - Excellent written and verbal communication skills - Must have a computer, reliable high-speed internet, and a quiet work environment - Experience building or improving processes (preferred) - Experience with Google Workspace and/or Microsoft Office (preferred) - Experience with a CRM or ticketing system, such as HubSpot (preferred) - Experience in the developmental disability field or California’s SDP and Regional Center system (preferred) - Fluent in Spanish and bilingual (preferred) Benefits We believe in supporting our employees’ well-being and work-life balance and offer: - Remote first — ability to work from home - Health, vision, and dental insurance - 401(k) - 14 Paid Time Off (PTO) days per year - 7 sick or flex days per year - Annual company retreat Salary: $50,000–$65,000 annually ($24.04–$31.25 per hour)

Requirements

Must-haves

Location: Remote
Are you the person teams turn to when something needs to get done and done right?
Enjoys reviewing numbers and catching errors
Loves organizing information and following structured workflows
Gets energy from variety and is comfortable switching between tasks
Sees an unfamiliar problem as a chance to learn something new
Likes being the steady, reliable backbone of an operations team
Client Operations Support – Own and resolve client operations requests, such as provider searches, so Navigators can stay focused on planning and relationships.
Quotes & Contracts – Prepare and send quotes for prospective families, and keep contracts accurate and up to date so the path from first conversation to enrollment stays clear and moving.
Spending Plan Review & Package Guidance – Audit spending plans for accuracy and completeness, and serve as the in-house expert on which service package best fits each family’s needs.
Invoice & Payment Management – Ensure accurate, timely submission of invoices to Financial Management Services (FMS) providers, track approval and payment status, and follow up as needed.
Documentation Coordination – Educate and guide staff and providers on required documents (e.g., W-9s, agreements, proof of service) to maintain compliance with SDP requirements.
Spending Plan Implementation – Support families and Independent Facilitators with purchase requests and vendor and staff onboarding to turn spending plans into real services.
Workflow Optimization – Develop and refine processes across client transition, provider onboarding, and invoicing, and take ownership of new client operations procedures as we identify them.
Customer Service Excellence – Communicate clearly and proactively with families, vendors, and FMS contacts so services continue without interruption.
Wherever the Team Needs You – As a growing company, our needs change quickly. You’ll pick up new projects, fill gaps, and step into whatever client operations work comes up, and help shape what this role becomes.
What You’ll Bring
Bachelor’s degree or equivalent work experience
Experience in operations, billing, contracts, accounts receivable/payable, or administrative coordination

Nice-to-haves

Experience building or improving processes (preferred)
Experience with Google Workspace and/or Microsoft Office (preferred)
Experience with a CRM or ticketing system, such as HubSpot (preferred)
Experience in the developmental disability field or California’s SDP and Regional Center system (preferred)
Fluent in Spanish and bilingual (preferred)

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

api

Platform: ashby
Effort: quick

Benefits

Benefits detected in the listing.

Dental

Vision

401(K)

Pto

Paid Time Off