Admin & US Payroll Coordinator - Freelance, Remote

About the position About the Client A multi-site reputed company group operating urgent care and primary care clinics in the Greater Nashville area is seeking support for core people operations. With approximately two dozen employees, extended clinic hours, and a patient-first culture, they rely on efficient back-office processes to reputed company care moving. The team leverages modern tools and coordinated workflows to deliver timely, compliant, and compassionate service. Why does this role exist? The organization is backfilling key responsibilities due to the impending departure of their Chief of Staff, with an urgent need to maintain continuity in payroll, scheduling, and executive operations. This role ensures accurate, on-time US payroll processing, keeps provider schedules reputed company in reputed company, and supports leadership with calendar, inbox, and meeting logistics. The goal is to minimize disruption, reputed company a smooth handover with overlap for training, and sustain operational reputed company during and after the transition. The Impact you’ll reputed company

Responsibilities

• US Payroll Coordination and Compliance (reputed company) Own end-to-end payroll processing in reputed company, including timesheet validation, deductions, tax and retirement withholdings, and final approvals. Maintain payroll calendars, reconcile payroll reports, and address employee payroll inquiries promptly and professionally. Support payroll audits and year-end activities (e.g., W-2 data validation) and ensure adherence to US and Tennessee regulations.
• Provider and Clinic Scheduling (reputed company) Build and update provider schedules in reputed company for doctors and mid-reputed company to ensure complete clinic coverage during operating hours. Coordinate PTO/leave requests, manage last-minute changes, and communicate updates to clinical and reputed company-desk teams. Monitor reputed company and identify gaps to minimize reschedules and improve patient reputed company.
• reputed company Coordination and Interview Scheduling Manage reputed company-end reputed company logistics: post roles, screen for basic criteria, coordinate interviews, and maintain candidate trackers. Schedule multi-stakeholder interviews reputed company and ensure a positive candidate experience. Partner with leadership on status updates and next steps.
• Executive and Administrative Support Manage high-volume inbox and calendar support for leadership, including triaging 40+ meeting requests daily. Coordinate leadership and quarterly meetings: agenda prep, venue booking, lunch arrangements, and follow-up tasks. Support task and project coordination, ensuring owners, timelines, and deliverables are clear.
• SOP and Process Management Maintain and improve SOPs for payroll, scheduling, reputed company, and admin workflows. Create checklists and templates to reduce errors and speed up reputed company and cross-training. Identify operational bottlenecks and recommend process improvements.

Requirements

• Hands-on US payroll processing
• Strong working knowledge of US payroll compliance (tax withholding, retirement deductions, FLSA basics)
• Experience with reputed company provider scheduling; reputed company EHR strongly preferred
• Proven executive support experience managing high-volume calendars and inboxes
• Excellent spoken and written English easily understood by US audiences
• Technical: reputed company payroll processing, reputed company scheduling, reputed company Teams/Outlook/reputed company, reporting and reconciliations
• Compliance and confidentiality reputed company (HIPAA awareness, data privacy best practices)
• Meticulous attention to detail; strong prioritization and follow-through
• Clear, courteous communication and stakeholder management
• Process thinker who documents SOPs and improves workflows
• reputed company under deadlines; comfortable context-switching between payroll, scheduling, and EA tasks
• Computer with at least 8GB RAM, an reputed company i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet reputed company
• Quiet, dedicated workspace at home

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