Operations Specialist

Role: Operations Specialist
Location: Remote
Type: Full-Time
Reports to: Head of Operations

About Mimak Care

Mimak Care is a dynamic and growing healthcare staffing agency dedicated to connecting skilled professionals with leading healthcare facilities across Canada.

As we expand, we're seeking a driven and detail-oriented Operations Specialist to support our day-to-day functions. Reporting directly to the Head of Operations, this key role helps maintain operational excellence and ensures the smooth execution of our core business processes.

Why Join Us?

This is more than just an administrative role, it's an opportunity to work in a collaborative, fast-paced environment where your contributions directly impact the success of our placements and client satisfaction. If you're someone who enjoys structure, thrives on improving processes, and values making a difference behind the scenes, this role is for you.

Key Responsibilities

Operations & Scheduling Support

• Provide daily support by responding to client and staff requests, producing and distributing timesheets, and handling payroll-related emails.
• Monitor client shift requests and staff scheduling.
• Address issues via phone when necessary and assist in de-escalating concerns.
• Track the client feedback process and assist in implementing streamlined processes that enhance productivity and minimize errors.

Payroll & Data Management

• Assist with calculating and processing payroll on a daily, weekly, and bi-weekly basis, including overtime and deductions.
• Maintain accurate employee records and timesheet data.

Compliance, Reporting & KPIs

• Prepare reports related to staffing metrics and operational performance.
• Monitor key performance indicators such as recruiting activity, shift fill ratios, and call-out rates.
• Support quality assurance by helping ensure adherence to operational and compliance standards.

Process & Policy Management

• Documentation: Develop and maintain comprehensive documentation for all organizational processes, systems, and policies. Ensure all documentation is clear, standardized, and version controlled.
• Review & Update: Conduct regular reviews (quarterly or biannually) of all internal processes, systems, and policies to identify inefficiencies, outdated content, or compliance gaps. Implement updates in collaboration with relevant department heads.
• Enforcement & Compliance: Monitor adherence to approved processes and policies. Coordinate with team leads to ensure that compliance is integrated into daily operations and provide training or guidance when inconsistencies are observed.

Systems Utilization & Compliance Oversight

• System Coverage: Oversee usage and compliance across internal systems, including:
• Applicant Tracking System (ATS)
• Customer Relationship Management (CRM)
• Scheduling Platform
• Other relevant tools
• Utilization Audits: Run usage and audit reports to identify underutilization or misuse of tools. Propose and implement corrective actions as needed.
• Training & Support: Act as the internal point of contact for systems-related support and onboarding, ensuring staff are trained and confident in their system usage.
• Compliance Monitoring: Enforce data integrity and system-related process compliance to ensure clean, actionable data for effective decision-making.

Onboarding & Credentialing

• Identify and resolve bottlenecks in the client onboarding process.
• Use tools including HubSpot, Manatal, Accushield, and Surge Learning to manage documentation, track onboarding, and ensure compliance.
• Lead credentialing efforts, including coordinating meetings and monitoring progress.

Process Improvement & Strategic Projects

• Analyze and improve workflow and scheduling inefficiencies.
• Manage process improvement initiatives, lead internal meetings, and review departmental KPIs and scorecards.
• Oversee administrative updates on platforms such as Accushield.

Event & Travel Coordination

• Assist with booking travel, accommodations, and organizing company events or team meetings.

Qualifications

• Minimum 3 years of experience in operations, staffing, or a similar role.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office; experience with CRM and ATS platforms is an asset.
• Proactive, reliable, and solution-oriented approach to work.

What We Offer

• Flexible remote work options.
• A supportive, team-oriented environment.
• Opportunities for professional growth and advancement.
• A chance to make a tangible impact in a fast-growing company.

Join Mimak Care and be part of a company committed to shaping the future of healthcare staffing. Your role will directly contribute to improving patient care and ensuring operational excellence. If you're ready to make a meaningful impact in a supportive, forward-thinking environment, wed love to hear from you.