Onboarding Administrative Assistant

INFINITO; Philippines; Remote; PHP 279,000 - 502,000; Full time

Job summary

Infinit-O is seeking an Onboarding Administrative Assistant to support a US-based provider onboarding team offshore. The role emphasizes accurate workflow execution, documentation, and quality control with clear communication and proactive issue escalation.

You will be highly organized, detail-oriented, and able to raise risks or discrepancies before they impact providers or internal teams. Prior healthcare knowledge is preferred to handle provider-related administrative details with

Qualifications

• Fluent written and verbal English communication.
• Strong organization, time management, and attention to detail.
• Excel skills: formulas, data handling, and basic troubleshooting.
• Ability to think critically and solve problems proactively.
• Experience working with CRM/workflow tools like Zoho or Sharepoint.

Responsibilities

• Complete onboarding-related administrative tasks accurately within established timelines.
• Maintain provider records, documentation, trackers, reports, and workflow updates across systems.
• Monitor work queues, support recurring onboarding activities, and adjust priorities with provider timelines.
• Document completed work and provide timely status updates on progress, delays, blockers, and next steps.
• Communicate professionally with providers and internal teams in clear written and verbal English, raise risks early, and escalate when needed.

Skills

English communication

Organization

Excel

Attention to detail

Problem solving

Critical thinking

Ownership

Proactive communication

Adaptability

Tools

Zoho

Sharepoint

Job description

Infinit-O is the trusted, customer-centric, and sustainable leader in Business Process Optimization. We empower finance and healthcare organizations to thrive in a digital-first world by combining specialized industry expertise and innovative technology for 20 years. We navigate complex industry landscapes to drive transformative outcomes, helping businesses streamline operations, enhance customer experience, and achieve sustainable growth backed by a world-class Net Promoter Score of 75. Our approach combines operational efficiency with a human-centered ethos, ensuring sustainable value creation for our clients and team members. As a Certified B Corporation, Infinit-O is committed to the highest standards of social and environmental performance, accountability, and transparency. We embed these values into every aspect of our operations—aligning business success with a positive impact on our clients, people, and communities. Our commitment to Diversity, Equity, and Inclusion (DEI) is integral to our mission. We believe that building inclusive, equitable teams is not only the right thing to do—it is also essential for driving innovation and better business outcomes. We actively promote equal opportunity through inclusive hiring practices, continuous learning programs, and regular equity assessments to ensure a fair and empowering workplace for all.

Key Responsibilities

Position Summary

The Onboarding Administrative Assistant provides administrative and operational support to a U.S.-based provider onboarding team. This offshore role focuses on accurate workflow execution, documentation, quality control, proactive communication, and sound judgment.

The ideal candidate is highly organized, detail-oriented, naturally curious, and comfortable investigating problems. They bring urgency to their work, communicate clearly, and raise risks, discrepancies, or missing information before they affect providers or internal teams.

Rather than simply completing tasks or waiting for direction, they take ownership of their work, ask thoughtful questions, surface concerns early, and help ensure the right actions are being taken. Successful candidates are not afraid to speak up when something appears incorrect, unclear, or out of alignment.

This role requires someone who will pause, ask questions, and elevate when information is incorrect, incomplete, inconsistent, or unclear.

Candidate Fit for Offshore Hiring

A strong candidate will be able to work independently while staying aligned with instructions, ask clarifying questions before moving forward, identify inconsistencies in records or workflows, and elevate concerns with enough context for the U.S.-based team to make decisions quickly. Prior healthcare industry knowledge is preferred because this role requires accuracy, confidentiality, and careful attention to provider-related administrative details.

This role is not a fit for someone who prefers to wait for step-by-step direction, completes tasks without reviewing context, moves forward when information is unclear, or avoids raising concerns when something appears incorrect or inconsistent.

Essential Responsibilities

Administrative Operations

• Complete onboarding-related administrative tasks accurately, efficiently, and within established timelines.
• Maintain provider records, documentation, trackers, reports, and workflow updates across multiple systems.
• Monitor assigned work queues, support recurring onboarding activities, and adjust priorities based on business needs and provider timelines.
• Document completed work clearly and provide timely status updates on progress, delays, blockers, and next steps.

Record Accuracy & Quality Control

• Review provider records, documentation, and workflow steps for accuracy, completeness, and consistency.
• Cross-reference information across systems before updating records, submitting documents, or completing workflows.
• Identify missing, conflicting, incomplete, or inaccurate information and elevate concerns when additional guidance or approval is needed.
• Learn from errors by identifying what went wrong, understanding the purpose and intended outcome of the task, applying feedback, and adjusting future work to prevent the same issue from recurring.
• Review work for potential downstream impact before considering a task complete.

Communication, Follow-Up & Escalation

This role requires clear communication, strong follow-through, and the confidence to raise concerns before they become larger operational issues.

• Communicate professionally with providers, internal team members, and business partners using clear written and verbal English.
• Raise risks, blockers, questions, and recommendations early, with enough context for others to act quickly.
• Review available resources, documentation, and system information before escalating questions or concerns.
• Follow issues through resolution, close communication loops, and share potential solutions rather than only reporting problems.

Requirements

Required Qualifications

• Minimum 1 year of experience in administrative operations, project coordination, healthcare support, customer support, or a similar role.
• Fluent written and verbal English communication skills, with the ability to provide clear updates, ask clarifying questions, and elevate concerns with appropriate context.
• Strong organization, time management, and attention to detail, with the ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Ability to work independently, follow documented procedures, adapt to changing priorities, and maintain consistent quality standards.
• Practical Excel skills, including spreadsheet structure, common formatting, formulas and functions, cell references, sorting, filtering, and basic troubleshooting of data or formula issues.
• Demonstrated critical thinking and problem-solving skills, including identifying issues, evaluating available information, communicating risks, and recommending next steps.

Preferred Qualifications

• Experience or prior knowledge in healthcare, onboarding, credentialing, licensing, provider operations, documentation workflows, or compliance-sensitive administrative processes.
• Experience completing quality reviews, administrative checks, or record validation.
• Experience working directly with customers, clients, providers, or business partners.
• Experience using CRM systems, databases, or workflow-management platforms such as Zoho and Sharepoint.
• Experience working remotely with distributed teams.
• Experience facilitating structured administrative meetings or walkthroughs.

Core Competencies

Curiosity

Actively seeks to understand processes, asks thoughtful questions, and investigates issues before making assumptions.

Critical Thinking

Reviews information thoroughly, identifies inconsistencies, and evaluates situations before taking action.

Proactive Communication

Communicates risks, blockers, questions, and recommendations early, with enough context for others to act quickly.

• Keeps stakeholders informed of progress, delays, and risks.

Sense of Urgency

Recognizes the importance of timely execution and consistently follows through on responsibilities with speed and reliability while maintaining accuracy.

Communication

Communicates clearly, professionally, and confidently in English. Shares updates proactively, asks thoughtful questions, and elevates concerns with sufficient context.

Attention to Detail

Produces consistently accurate work and identifies discrepancies before they impact providers, timelines, or business operations.

Ownership

Takes responsibility for assigned work, proactively addresses issues, and follows tasks through completion.

Quality Focus

Balances efficiency with accuracy and maintains high standards for work quality.

Problem Solving

Uses available resources to investigate issues, identify root causes, and recommend solutions rather than simply reporting problems.

Adaptability

Adjusts effectively to changing priorities, systems, and business needs.

Success Measures

• Accuracy and quality of completed work.
• Timely completion of assigned administrative tasks.
• Ability to identify and resolve issues proactively.
• Effective management of onboarding workflows and documentation.
• Quality of communication and follow-through.
• Ability to work independently while maintaining operational standards.
• Demonstrated critical thinking and sound decision-making.
• Appropriate use of judgment when determining whether to proceed, investigate further, or elevate.
• Positive contributions to provider experience and onboarding efficiency.
• Consistent demonstration of curiosity, accountability, urgency, ownership, sound judgment, and proactive communication.