Job Details

Healthcare Intake Coordinator / Office Admin

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

1. 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.

2. 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.

3. 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: Utilize Canva to create simple, professional flyers, announcements, and ritualized social media posts to maintain our brand presence.

We view this role as a stepping stone. As you demonstrate strong rapport-building skills, speed of execution, and an understanding of the senior care landscape, your role will expand to include:

• 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.

Must-Have Qualifications

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