Note: The job is a remote job and is open to candidates in USA. Oasis Senior Advisors San Diego Inland is a senior advisory organization that educates and advises seniors and their families about senior living options and healthy aging resources. The Administrative Assistant / Intake Coordinator supports client intake, administrative operations, scheduling, record maintenance, follow-up, and communication with clients, families, referral sources, and internal team members.
Responsibilities
- Respond to phone calls, emails, and other inquiries from prospective clients, families, and referral sources
- Conduct initial intake conversations and gather relevant demographic, medical, functional, social, and financial information
- Document intake information accurately and maintain organized client records
- Schedule consultations, assessments, follow-up calls, and other appointments
- Coordinate communication between clients, families, referral partners, and internal team members
- Follow up with prospective clients and referral sources in a timely and professional manner
- Provide general information about services and resources while maintaining appropriate professional boundaries
- Identify urgent or sensitive situations and appropriately escalate them to the appropriate team member
- Maintain electronic files, databases, spreadsheets, and client tracking systems
- Enter and update information accurately and consistently
- Prepare correspondence, forms, reports, resource lists, and other documents
- Assist with calendar management, email management and scheduling
- Track referrals, follow-ups, and outstanding tasks
- Support administrative processes as needed
- Assist with general office and organizational tasks in a remote environment
- Communicate professionally and compassionately with clients, family members, healthcare professionals, and community partners
- Maintain confidentiality and handle sensitive client information appropriately per HIPAA compliance & industry standards
- Provide prompt and courteous responses to inquiries
- Represent the organization in a professional and positive manner
Skills
- Excellent verbal and written communication skills in English required
- Strong organizational and time-management abilities
- Exceptional attention to detail and accuracy
- Comfortable handling confidential and sensitive information
- Ability to manage multiple priorities and follow through independently
- Comfortable learning and using electronic databases, scheduling systems, Microsoft Office/Google Workspace, email, video conferencing, and other technology
- Strong interpersonal skills and a professional, compassionate approach
- Ability to work independently while communicating effectively with a remote team
- Reliable internet connection and a suitable home workspace free from distraction
- Most availability during standard business hours is required
- Occasional flexibility for client or referral-source calls may be needed
- 2+ years of administrative, customer service, intake, care coordination, social services, healthcare, or related experience preferred
- Ability to communicate in Spanish or Tagalog a plus
- Experience working with older adults, families, healthcare providers, senior care, social services, or community resources is a plus
Benefits
- Eligibility for benefits, paid sick leave, and other benefits will be provided in accordance with applicable company policies and California law.
- Remote work environment.
- Supportive and collaborative team environment.
Company Overview