Manager of Client Relations & Administrative Operations

Manager of Client Relations & Administrative Operations/ Project Manager

Achievement Behavior Services

Reports To: Director of Operations

Position Summary

Achievement Behavior Services is seeking an organized, resourceful, and adaptable Manager of Client Relations & Administrative Operations to support daily administrative operations, assist department managers, coordinate special projects, and help resolve client and operational concerns.

This is a hands-on position for someone who enjoys problem-solving, working with people, and keeping multiple projects and responsibilities moving forward.

The ideal candidate is someone who can identify problems, communicate effectively with different departments, follow up consistently, and help ensure that important tasks are completed.

This individual will work closely with the Director of Operations and serve as a liaison between administrative departments, providing additional support, coordination, and follow-through wherever needed.

The position does not involve independently directing all departments. Rather, the Manager will work alongside existing department leaders to support their efforts, address challenges, and keep the Director of Operations informed of progress and outstanding issues.

Key Responsibilities

1. Client Relations & Parent Support

* Assist with parent concerns, complaints, and service-related issues that require additional attention.
* Work with Staffing, Intake, and Clinical teams to help resolve family concerns.
* Follow up with families to ensure issues have been addressed.
* Help improve communication between families and administrative departments.
* Escalate complex or sensitive matters to the Director of Operations when appropriate.
* Identify recurring concerns and suggest practical improvements.

2. Intake Department Support

* Work closely with the Intake Manager and team to support efficient processing of new referrals.
* Monitor outstanding inquiries, pending documentation, and cases requiring additional follow-up.
* Assist with resolving delays involving insurance, authorizations, or family communication.
* Help ensure prospective families receive timely responses.
* Review intake progress and identify cases that may need additional attention.
* Provide updates to the Director of Operations regarding outstanding cases and challenges.

3. Recruitment Department Support

* Work with the Recruitment Manager to monitor hiring needs and outstanding positions.
* Follow up on recruitment priorities and hiring-related projects.
* Assist with resolving communication gaps between Recruitment, Staffing, and Clinical departments.
* Help address recruitment challenges and difficult-to-fill positions.
* Monitor progress on assigned recruitment initiatives.
* Report concerns, delays, and recommended solutions to the Director of Operations.

4. Administrative Department Coordination

* Serve as an additional resource to administrative managers and staff.
* Assist departments with operational challenges and outstanding assignments.
* Coordinate communication between departments when issues involve multiple teams.
* Help identify workflow delays and recommend practical solutions.
* Follow up on assigned tasks to ensure progress and completion.
* Provide temporary assistance or coordination during periods of increased workload.
* Keep the Director of Operations informed of important issues requiring attention.

5. Problem-Solving & Follow-Through

* Assist with resolving day-to-day operational issues.
* Help determine which department or individual should address a particular concern.
* Follow up with the appropriate team members until issues are resolved.
* Identify matters requiring management intervention and escalate appropriately.
* Maintain organized tracking of outstanding concerns, assignments, and follow-up items.
* Take initiative when problems arise rather than waiting for repeated direction.

6. Special Projects

* Coordinate special projects assigned by the Director of Operations.
* Work with department managers to establish project tasks and timelines.
* Track progress and follow up on outstanding assignments.
* Assist with implementing new procedures, systems, and administrative improvements.
* Help coordinate projects involving multiple departments.
* Provide regular updates on project status, challenges, and completion.

7. Communication & Reporting

* Maintain regular communication with the Director of Operations.
* Provide updates regarding department concerns, outstanding tasks, and special projects.
* Follow up with managers and employees on assigned action items.
* Help ensure important information is communicated to the appropriate departments.
* Identify recurring problems and suggest possible solutions.
* Assist in preparing basic operational updates and progress reports.

Qualifications

* Minimum 3–5 years of experience in administrative management, operations, project coordination, client relations, or a similar role.
* Experience in healthcare, behavioral health, ABA, or another service-oriented organization preferred.
* Strong organizational and multitasking abilities.
* Excellent communication and interpersonal skills.
* Ability to handle difficult conversations professionally.
* Strong problem-solving skills and good judgment.
* Ability to follow up consistently and manage multiple assignments.
* Comfortable working with different personalities, departments, and management styles.
* Proficiency with Microsoft Office and administrative tracking systems.
* Ability to work independently while taking direction from the Director of Operations.

Ideal Candidate

We are looking for someone who:

* Is a natural problem-solver and enjoys helping others.
* Is highly organized and follows through without constant reminders.
* Can comfortably move between different projects and departments.
* Knows when to take initiative and when to involve management.
* Works well with department managers without overstepping their responsibilities.
* Is approachable, professional, and confident communicating with parents and employees.
* Can handle unexpected challenges and changing priorities.
* Enjoys being actively involved in daily operations rather than sitting behind a desk all day.
* Takes pride in getting things done.

Measures of Success

Success in this position will be based on:

* Timely follow-up and resolution of assigned parent concerns.
* Effective coordination between administrative departments.
* Progress and completion of assigned projects.
* Reduction in outstanding tasks and unresolved operational issues.
* Consistent communication with the Director of Operations.
* Ability to support department managers and help resolve challenges.
* Reliability, initiative, and strong follow-through.

Reporting Structure

This position reports directly to the Director of Operations.

The Manager will work collaboratively with Intake, Recruitment, Staffing, Authorization, Credentialing, Billing, Human Resources, and Clinical Leadership.

Department managers will continue to be responsible for managing their respective teams. This position provides additional coordination, project management, problem-solving, and administrative support under the direction of the Director of Operations.

Position Expectations

This is a hands-on, flexible position suited for someone who enjoys variety, problem-solving, and working with different departments.

The successful candidate will be comfortable balancing assigned projects with unexpected daily challenges, helping teams stay organized, and ensuring that important matters receive appropriate follow-up.

The goal of this position is to support existing management, improve communication, resolve operational challenges, and help the Director of Operations keep projects and priorities on track.