Administrative Assistant & Transaction Coordinator

SOVA; Philippines; Remote; PHP 335,000 - 558,000; Full time

Benefits offered by this job

Permanent Work from Home

Paid Time Off

Monthly Performance Bonus

Annual Bonus

Health Allowance

Internet Allowance

Job summary

SOVA is seeking an Administrative Assistant & Transaction Coordinator to support a U.S.-based care coordination firm from a remote setup in the Philippines. You will manage intake, move-in coordination, and ongoing family communications, while maintaining records and schedules with discretion.

The role emphasizes warmth, organization, and experience with Microsoft 365 and CRMs. Training is provided, and benefits include PTO, bonuses, health and internet allowances.

Qualifications

• 2+ years of administrative, customer service, or coordination experience.
• Excellent phone presence and communication with families.
• Strong written communication for clear emails and notes.
• Proficiency with Microsoft 365 and a CRM or tracking system.
• Fluent English; Spanish a plus.

Responsibilities

• Coordinate client intake to move-in end to end, including tours, paperwork, and scheduling.
• Serve as daily point of contact with families by phone and email with timely updates.
• Conduct post-move follow-up and log touchpoints and concerns.
• Maintain partner relationships with senior living communities and care providers.
• Support owner with inbox/calendar management, reports, and invoices.

Skills

Administrative experience

Phone communication

Written communication

Microsoft 365

Fluent English

Tools

Microsoft 365

CRM

Job description

Administrative Assistant & Transaction Coordinator

Location: Remote — Philippines

Employment Type: Full-time

We’re looking for a warm, polished, and highly organized Administrative Assistant & Transaction Coordinator to support a U.S.-based concierge case management firm that guides older adults and their families through senior living transitions and clinical care coordination. You’ll own each client’s move from first intake through move-in day, stay connected with families long after, and keep the owner’s day running smoothly. Our clients often reach us during a stressful moment, like a hospital discharge or a family deciding what comes next, so every call and email you send needs to feel calm, kind, and capable. Full training is provided on the senior living and healthcare side; we’re hiring for communication skills and organization. You’ll collaborate daily with the owner and U.S.-based partners, so a confident, friendly phone presence matters as much as your follow-through.

Benefits and Compensation

• Permanent Work from Home
• Paid Time Off
• Monthly Performance Bonus
• Annual Bonus
• Health Allowance
• Internet Allowance

What you’ll do

• Transaction Coordination (Intake to Move-In): Run each client’s move end to end: complete intake, set up the client file, coordinate tours, paperwork, assessments, and move-in dates with senior living communities, and schedule movers, medical equipment delivery, and other move-day vendors. Track every open item and deadline, and escalated issues early.
• Client & Family Communication: Serve as the day‑to‑day point of contact for clients and their families by phone and email, sending clear, timely updates so everyone always knows what happens next.
• Post-Move Follow-Up: Make scheduled check‑in calls after move‑in and continue long‑term follow‑up, logging every touchpoint and flagging any concerns about a resident’s adjustment, care, or satisfaction to the owner.
• Referral Partner Relationships: Become a trusted voice to a professional network that includes senior living communities, hospital and rehab case managers, home health and hospice agencies, elder law attorneys, financial advisors, and fiduciaries. Keep partners updated (within privacy guidelines), keep contact records current, and help prepare for the owner’s partner meetings and events.
• Executive & Administrative Support: Start each day with a priorities check‑in with the owner, then manage their inbox and calendar, enter new contacts, maintain the client and community tracking system, and prepare documents and reports in Microsoft Word, Excel, and Outlook.
• Case Management Support & Billing: Support the owner’s clinical work behind the scenes by formatting and filing case notes and care plans, booking client visits and care conferences, logging billable hours by client and activity, preparing invoices, and following up on outstanding balances. As the business grows, help with social media content and community education events.

What you’ll bring

• 2+ years of experience in an administrative, customer service, coordination, or client‑facing role.
• An excellent phone presence: warm, confident, clear, and personable, especially with older adults and stressed families.
• Strong written communication, with professional and friendly emails.
• Proven ability to juggle many open files, deadlines, and follow‑ups at once.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, and Teams) and comfort learning a CRM or tracking system.
• Fluent English; Spanish is a plus.
• Nice to have: experience in healthcare, senior living, home care, hospice, real estate transaction coordination, patient scheduling, or medical office billing; familiarity with HIPAA and medical terminology; social media or marketing experience.
• Discretion and trustworthiness with sensitive personal, medical, and financial information. You’ll sign a confidentiality agreement and complete HIPAA training before handling client records.
• Availability to work U.S. Pacific business hours, starting each day with a morning check‑in with the owner.
• A reliable high‑speed internet connection, a quiet workspace, and a professional headset.

How you work

• Problem solving: You spot issues early, weigh the options, and land on practical solutions before small problems become big ones.
• Teamwork: You work closely with the owner, families, and partners, and pitch in wherever the business needs support.
• Sound judgment: You know when to handle something yourself and when to elevate, especially on clinical or sensitive matters.
• Planning & organizing: You keep many moving pieces on track with clear systems, so nothing falls through the cracks.
• Professionalism: You represent the business with warmth and composure in every call and email.
• Quality focus: You take pride in accurate records, clean documents, and correct invoices.
• Dependability: You follow up without being asked and can be counted on, even working independently.
• Ethics: You protect client privacy and act with integrity and honesty in everything you do.