66137775897 - Healthcare Intake Coordinator / Office Admin

Somewhere; South Africa; Remote; ZAR 83,000 - 165,000; Full time

Job summary

Somewhere seeks a Healthcare Intake Coordinator / Office Admin to join our Operations & Client Services team as a full-time remote contractor. You will own client intake, update lead databases, and coordinate tours between families and senior living communities, while also handling light marketing tasks.

As you grow, you will become the gatekeeper for family intake consultations, manage follow-ups, and help leadership reduce daily operational hours.

Qualifications

• Experience managing client intake and lead databases.
• Experience scheduling and coordinating tours with multiple stakeholders.
• Ability to handle PHI with confidentiality.

Responsibilities

• Client Intake & Care Coordination: manage intake, update lead databases, coordinate tours.
• Family & Lead Intake: gather sensitive details from families with empathy and professionalism.
• Tour & Visit Coordination: schedule visits with families, communities, and liaisons.
• Client & Referral Follow-Up: maintain timely communication post-tour and update referrals.
• Discretion & Privacy: handle PHI with confidentiality and discretion.
• CRM & Lead Database Management: maintain records in central database.
• Executive Administrative Support: calendar scheduling, email triage, admin tasks.
• Process Execution: follow onboarding task checklists.
• Light Marketing & Content: prepare monthly newsletter templates, Canva designs, social posts.

Skills

English fluency

Communication

Administrative skills

Tools

CRM systems

Google Workspace

MS Office

Canva

Email marketing tools

Job description

Healthcare Intake Coordinator / Office Admin

Department: Operations & Client Services

Position Type: Full-Time Remote Contractor (40 hours/week)

Location: Remote (South Africa Preferred)

Schedule: US Business Hours Alignment (Eastern Standard Time / EST)

Position Overview

This is a high-growth "jack-of-all-trades" role designed for someone who wants to take true ownership and build a long-term career with our firm. In this role, you will initially support our business owners by managing client intake, updating lead databases, coordinating tour schedules between families and senior living communities, and managing light digital marketing tasks. As you master our operations and gain familiarity with our service model, you will grow into a primary client-facing gatekeeper—conducting initial family intake consultations, managing relationship follow-ups, and helping our leadership team dial back their daily operational hours.

Key Responsibilities

• Client Intake & Care Coordination (~50%)
• Family & Lead Intake: Field incoming referrals and inquiries with deep empathy, active listening, and professionalism, gathering sensitive initial details from families navigating senior care transitions.
• Tour & Visit Coordination: Schedule and coordinate visits to assisted living and memory care communities, aligning schedules between family members, community directors, and our internal liaisons.
• Client & Referral Follow-Up: Maintain warm, timely communication with families post-tour and keep referral sources updated on client progress.
• Discretion & Privacy: Handle all personal health information (PHI) and family situation details with strict confidentiality and discretion.
• Database & Administrative Operations (~30%)
• CRM & Lead Database Management: Input, update, and maintain meticulous records of lead sources, referral partners, and active client statuses inside our central database.
• Executive Administrative Support: Serve as the gatekeeper for agency owners, managing calendar scheduling, email triage, and daily administrative tasks.
• Process Execution: Execute daily, monthly, and quarterly operational task checklists established during onboarding.
• Light Marketing & Creative Content (~20%)
• Monthly Email Newsletter: Own the monthly newsletter workflow—updating existing templates with fresh content, industry updates, and seasonal announcements.
• Light Social Media & Canva Design: Utilise Canva to create simple, professional flyers, announcements, and ritualized social media posts to maintain our brand presence.

Path for Professional Growth

• Leading complete initial family intake consultations independently.
• Managing direct relationships with senior care facility directors and referral partners.
• Taking on high-level operational management as our agency continues to expand.

Skills

• Location & Time Zone: Based in South Africa with dedicated availability during US Eastern Standard Time (EST) business hours.
• Communication & Empathy: Exceptional, natural English language fluency (both written and spoken) with a warm, comforting telephone presence suited for families in emotional distress.
• Administrative Versatility: Proven experience managing database entries, scheduling calendars, and tracking multi-step client workflows with precision.
• Digital Literacy & Tools: Proficiency with CRM systems, Google Workspace / MS Office, and basic familiarity with Canva and email marketing tools (e.g., Mailchimp/ConstantContact).
• Equipment & Connectivity: Dedicated home office, quiet working environment, high-speed internet with back-up power solutions (UPS/inverter), and a reliable USB noise-canceling headset.
• Discretion & Integrity: High moral compass and utmost respect for family privacy and health information confidentiality.