Operations Assistant

Operations Assistant – Full-Time
Spine Medicine and Surgery of Long Island
Location: Ronkonkoma, NY

Spine Medicine and Surgery of Long Island is a premier, minimally invasive spinal surgery practice providing world-class, cutting-edge spinal care to the Tri-State area. As we continue to expand across Nassau and Suffolk Counties, we are seeking a highly organized, detail-oriented, and proactive full-time Operations Assistant to support our Operations Manager in driving efficiency, vendor relations, and operational excellence.

Position Overview:

We are looking for a motivated Operations Assistant to serve as a key partner to the Operations Manager in overseeing daily practice operations. This role requires strong project management skills, excellent communication, and the ability to act as a central liaison between leadership, staff, and external vendors. The ideal candidate will thrive in a fast-paced environment while helping to execute initiatives that improve workflows, manage vendors, track finances, and support the long-term success of the practice.

Key Responsibilities:

• Provide direct support to the Operations Manager
• Act as the primary vendor and contractor liaison, managing contracts, renewals, service agreements, and issue resolution
• Support building and facilities management for all practice locations, including:
  • Coordinating building maintenance, repairs, and service requests
  • Serving as liaison with landlords, property management companies, and maintenance vendors
  • Overseeing routine inspections and preventative maintenance schedules
  • Managing facility-related vendor contracts (HVAC, cleaning services, waste management, security, etc.)
• Tracking and resolving facility issues in a timely and organized manner
• Support the development, execution, and monitoring of projects and operational initiatives, including reporting on progress and outcomes
• Manage supplies and inventory, including ordering, tracking usage, maintaining stock levels, and coordinating with vendors to ensure timely deliveries
• Assist with financial tracking support, including monitoring vendor invoices, reconciling supply orders with budgets, and flagging discrepancies for review
• Maintain accurate records, vendor files, contract documentation, and financial logs with attention to detail and confidentiality
• Ensure timely follow-up and completion of tasks and initiatives assigned across teams
• Collaborate with staff and leadership to support seamless day-to-day operations and long-term growth initiatives

Qualifications:

• Previous experience in an operations support, administrative, or project coordination role required (healthcare operations experience preferred)

• Strong organizational, multitasking, and problem-solving skills with a focus on follow-through

• Excellent written and verbal communication skills with the ability to coordinate across internal teams and external vendors

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management tools (Asana, Trello, Monday.com, etc.) preferred

• Experience with vendor management, contract tracking, procurement, inventory oversight, or financial support strongly preferred

• Ability to adapt to shifting priorities and manage multiple projects simultaneously

• Professional discretion and ability to manage confidential information

Job Details:

• Hours: Full-time position, exact schedule may vary (30–39 hours/week)

• Remote Work: Not available

• Benefits: Eligibility after a waiting period (specific benefits apply)

Our Workplace Culture:

• Detail-Oriented: We emphasize accuracy and precision in practice operations

• Outcome-Driven: We focus on efficiency, measurable results, and continuous improvement

• People-Centered: We build strong partnerships with staff, patients, and vendors

• Team-Oriented: We collaborate to achieve the best outcomes for the practice and community