Operations Coordinator, Entertainment and Specialized Services

ABOUT THE POSITION & ITS IMPACT

The Operations Coordinator is a cornerstone of our Entertainment & Specialized Services (ESS) team. This position ensures the smooth and efficient flow of operations, communication, and client coordination across admissions, intakes, discharges, and aftercare follow-up. You’ll work closely with internal teams and external partners, including clinicians, referents, entertainment industry professionals, and clients navigating life-changing emotional wellness work. 

But beyond the administrative responsibilities, your work will deeply shape the client journey — not just as they enter treatment, but long after they leave. The encouragement you offer, the follow-up plans you coordinate, and the care you extend help clients transition into life beyond Onsite with support, clarity, and hope. You will be one of the steady voices clients trust most, ensuring they remain connected, resourced, and supported as they continue healing.

This position will be based in our Nashville, TN office but will require regular trips to Cumberland Furnace, TN (Onsite's campus) for tours and events. Reliable transportation and ability to commute is required. Some ability to work in a hybrid  (in office and home) capacity will be allowed as well when appropriate.

ABOUT THE DAY-TO-DAY IN THIS ROLE

• Serve as the administrative backbone of the ESS team, managing phones, emails, faxes, documents, and daily office tasks 
• Support the entire registration and paperwork process — uploading documents, tracking outstanding items, sending confirmations, reviewing referrals, and coordinating next steps with key stakeholders
• Maintain and update databases, ensuring the integrity, accuracy, and timeliness of client information across systems
• Assist with research, report preparation, correspondence, scheduling, visitor coordination, conference calls, and meeting logistics
• Receive and evaluate incoming calls, memos, reports, and requests — determining significance and routing appropriately
• Meet with clients and clinical teams to build individualized aftercare plans and contribute to continuing care discussions
• Provide consistent follow-up after discharge to ensure continuity of care, offering support, intervention, and connection to resources
• Maintain, grow, and refine referral networks and resource lists to provide clients with the most effective and personalized aftercare recommendations
• Prepare bimonthly reports evaluating aftercare effectiveness, outcomes, and opportunities for improvement
• Serve as a culture keeper by embodying the ANCHOR values and delivering Healing Hospitality in every interaction
• And more…a complete job description can be made available upon request

ABOUT OUR BENEFITS & COMPENSATION PACKAGE

Onsite Wellness Group offers competitive compensation and benefits, including:

• Competitive base pay with discretionary bonus opportunities
• Medical, dental, vision, disability, and life insurance
• 401(k) with company match up to 4%
• Attractive Paid Time Off policies
• Ability to participate in Onsite’s workshops
• Company Employee Assistance Program
• And more!

ABOUT ONSITE WELLNESS GROUP

Our collective vision is to create an emotionally well world, to reconnect humanity to themselves, to one another and to the world around all of us. Our team members, guides, clinicians and practitioners all work together to serve clients from places near and far all operating under the guidance of our company values, our ANCHOR values. The principles of authenticity, nurturing, courage, humility, openness and resilience steer our decision-making, the norms within our organization and how we gut check our future.

Onsite Wellness Group is a family of brands that provide emotional wellness and hospitality initiatives, in-person and digitally, including Onsite Workshops, Milestones, Onsite Adventures, Onsite Entertainment, The Onsite Foundation, Onsite Digital, Miles Adcox, Human School, Orchard Hill, and The Oaks. The Onsite family of brands provides services to an international client base through the company's transformational emotional wellness experiences that combine some of the country's best therapeutic, wellness, and personal-development minds with its signature healing hospitality. Onsite's mission is to design and deliver transformational experiences that optimize life and build meaning and value into the human experience. Our work has been featured on 20/20, Good Morning America, The New York Times, Wall Street Journal, Marie Claire, People, The Doctors, and more.

For more information, we encourage you to visit experienceonsite.com.

IDEAL EDUCATION & EXPERIENCE FOR THE ROLE

We welcome candidates of all professional backgrounds. Successful candidates may bring:

• High school diploma with some college-level training preferred 
• 1 year of experience in administrative support, reception, or a similar client-facing role
• Strong communication skills and a professional, warm phone presence
• Genuine interest in client care, behavioral health, and service-oriented administration
• Ability to multitask, stay organized, and prioritize workflow in a fast-paced environment
• Comfort handling incredibly sensitive information with discretion and confidentiality
• Familiarity with standard computer applications (email, word processing, spreadsheets)