Double Bay, Sydney | Full-Time | Salary DOE | Hybrid

THE ROLE

Let's be clear: this isn't admin. This is the operational heartbeat of the business. You'll own the day-to-day running of the clinic, from client experience to practitioner coordination, doctor and pharmacy liaison, invoicing and systems, so that everything our clients touch feels polished, warm and professional.

No two days look the same, and that's exactly the point. You'll get genuine ownership from day one, direct access to the leadership team, and a clear runway into a senior operations role as we scale. If you've ever wanted to be the person a growing company simply couldn't run without, this is that job.

WHAT YOU'LL BE DOING

Client experience and daily operations

- Owning the clinic's inbox and phones, making every client interaction prompt, warm and professional
- Coordinating appointments, follow-ups and scheduling across practitioners and clients
- Being the first point of contact for enquiries and making every touchpoint exceptional
- Keeping records, files and internal systems immaculate

Doctor and pharmacy coordination

- Liaising with referring doctors, specialists and compounding pharmacies on behalf of our practitioners
- Managing prescription coordination, documentation and follow-ups end to end
- Tracking pathology results, referrals and treatment authorisations so nothing ever slips
- Building solid working relationships across our healthcare network

Finance and administration

- Preparing and sending invoices, tracking payments and chasing outstanding accounts
- Processing receipts and supporting basic bookkeeping




- Managing supplies, stock levels and ordering
- Supporting HR admin and onboarding as the team grows

Systems and improvement

- Spotting inefficiencies before anyone else does, then fixing them
- Helping implement and maintain our practice management and CRM tools
- Preparing reports and summaries for the leadership team

YOU'LL THRIVE HERE IF

- You've run operations, practice management or serious admin before. Healthcare or wellness background is a big plus
- Your written and verbal communication is warm, clear and professional
- You can juggle competing priorities without dropping a single detail
- You're confident dealing with doctors, pharmacies and allied health professionals
- You know your way around invoicing, bookkeeping or practice software like Xero or Cliniko
- You fix problems before they become problems. It's just how you're wired
- You handle sensitive client and clinical information with total discretion
- You're genuinely interested in longevity, integrative medicine and the wellness world

WHY YOU'LL LOVE IT

- Rewarded properly. Competitive salary based on experience
- Hybrid flexibility. Work from home with regular time at our beautiful Double Bay clinic
- Real influence. Genuine ownership from day one. Your improvements ship and your voice is heard
- A front-row seat. Daily exposure to the leading edge of longevity and integrative health
- Room to grow. A clear path into a senior operations or management role as we scale
- The right people. A collaborative team that values initiative, ownership and doing things properly

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📌 Operations Coordinator (Woollahra Municipality)
🏢 Nexus Global
📍 Woollahra Municipality