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 escalate 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 escalate, 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.

Administrative Assistant & Transaction ...