Provider Relations & Operations Coordinator

Provider Relations & Operations Coordinator

Company: EverCare Placement — Arizona, USA
Role Type: Part-Time to Start — 20–25 Hours/Week
Schedule: Monday–Friday with required overlap during Arizona business hours
Location: Remote — Philippines
Compensation: Based on experience
Long-Term Growth Opportunity

About EverCare

EverCare Placement is a fast-growing senior care navigation and placement company based in Arizona.

Families come to us when they need help navigating assisted living, memory care, residential care homes and other senior-care resources. Our team helps families understand their options, coordinates with providers and supports them throughout the process.

As EverCare continues to grow, we are strengthening our Operations team and looking for someone who is highly organized, technically capable, proactive and extremely reliable.

This is not a basic virtual assistant or data-entry position.

This is a core Operations role with significant responsibility and opportunity for growth.

Position Overview

We are hiring a Provider Relations & Operations Coordinator who will help manage several critical areas of EverCare's operations, including:

Contracting with senior living communities and residential care homes
Provider relationship management and follow-up
Maintaining accurate provider and contract information
CRM and database administration
Supporting our placement advisors
Airtable and Notion administration
Documenting company workflows and creating SOPs
Operational reporting and accountability
Improving internal systems and processes

You will work closely with our existing Operations team and company leadership.

We are looking for someone who doesn't simply complete assigned tasks.

We want someone who takes ownership.

If something is incomplete, you follow up.

If something is inaccurate, you correct it.

If something is stuck, you communicate it.

If a process isn't documented, you document it.

If you see a better way to accomplish something, we want to hear it.

Primary Responsibilities
1. Contracting & Provider Relations

You will help manage EverCare's contracting pipeline from initial contact through completed agreement.

Responsibilities include:

Contact senior living communities and residential care homes
Communicate with Executive Directors, Sales Directors, owners and other professionals
Send contracts and required documentation
Follow up consistently on outstanding agreements
Track the status of every active contract
Identify missing signatures, documents or information
Upload and organize completed agreements
Maintain accurate contract terms and provider information
Escalate stalled contracts when necessary
Build professional relationships with our provider partners

Your responsibility is not simply to send a contract.

Your responsibility is to help get the contract completed.

2. Provider Database Management

EverCare maintains a growing database of senior living and care providers throughout Arizona.

You will help ensure this information remains accurate, organized and useful.

Responsibilities include:

Add new providers
Update provider contacts and leadership information
Verify phone numbers and contact information
Update pricing and care information
Verify services and availability when requested
Identify duplicate or outdated records
Maintain accurate contract statuses
Research new providers entering our markets
Help maintain Preferred Provider and Do Not Use information
Review available public information regarding licensing or regulatory changes when necessary

Our team relies on this information when helping real families make important decisions. Accuracy matters.

3. Airtable, CRM & Systems

EverCare uses several technology platforms to manage our business.

You will work with systems including:

Airtable
Notion
GoHighLevel
Google Workspace
Senior-care industry software
Workflow and automation tools
Airtable experience is required.

You should understand more than simply entering information into Airtable.

You should be comfortable with concepts such as:

Tables and databases
Linked records
Views and filters
Forms
Formulas
Basic automations
Data organization
Troubleshooting workflows

You do not need to be an Airtable developer, but you should be capable of understanding an existing Airtable environment and learning how its workflows and automations function.

Experience with Notion, GoHighLevel, Zapier or Make is highly desirable.

4. SOPs & Process Documentation

As you learn EverCare's systems, you will also help document how the company operates.

This is an important part of the position.

Responsibilities include:

Learn existing workflows from team members
Document recurring operational processes
Create clear step-by-step SOPs
Document Airtable workflows and automations
Maintain organized process documentation in Notion
Update SOPs when processes change
Identify undocumented processes
Create checklists where appropriate
Help ensure critical company processes can be understood and performed by more than one team member

Our goal is to build systems that are organized, scalable and not dependent on one person's knowledge.

5. Agent & Operations Support

Our placement advisors need accurate information and responsive operational support.

You may assist with:

Researching providers
Confirming provider information
Locating agreements and documents
Resolving missing contract information
Preparing information for agents
Correcting inaccurate database records
Following up with providers
Supporting administrative needs related to active placements

You should enjoy being the person who helps bring organization and resolution to operational problems.

6. Operational Reporting

Leadership needs visibility into what is happening without having to chase people for updates.

You will help maintain clear reporting regarding:

Contracts sent
Contracts completed
Outstanding contracts
Stalled contracts
Missing documentation
Provider records requiring updates
Outstanding operational issues
Completed projects
Current priorities
System or workflow problems

You should always be able to answer:

What is the status?
What is missing?
Who owns the next step?
When was the last follow-up?
What happens next?

ENGLISH & COMMUNICATION REQUIREMENTS
Excellent spoken English is REQUIRED.

This is a phone-based professional position.

You will regularly communicate with senior living executives, healthcare professionals, business owners, referral partners and EverCare team members in the United States.

You must:

Speak fluent, clear and easily understood English
Be confident having professional conversations with Americans
Communicate naturally rather than sounding like you are reading from a script
Have excellent listening comprehension
Write professional emails and messages
Be comfortable asking questions and clarifying information
Be confident making outbound calls every day

A voice recording is mandatory for consideration.

Applicants who do not demonstrate strong spoken English will not move forward in the interview process regardless of other qualifications.

What We Expect
Reliability

If you are scheduled to work, we expect you to be available and responsive.

You must:

Maintain consistent working hours
Communicate when stepping away
Respond to internal messages promptly during working hours
Communicate problems before they become emergencies
Meet deadlines without repeated reminders
Have reliable internet and a backup internet solution
Ownership

We don't want someone who waits to be told every next step.

We want someone who thinks:

"What needs to happen next to get this completed?"

Strong follow-through is one of the most important qualities we're looking for.

Organization

You should be:

Extremely organized
Detail-oriented
Consistent
Persistent
Comfortable managing many open items simultaneously
Comfortable prioritizing urgent work
Capable of maintaining accurate records
Able to document your work clearly
Required Qualifications
Excellent spoken and written English
Professional and confident phone presence
Airtable experience
Experience with CRM or database systems
Strong computer and technology skills
Strong attention to detail
Excellent organizational skills
Comfortable making outbound calls
Ability to learn new software quickly
Ability to work independently
Reliable internet connection with backup
Quiet, professional workspace
Previous experience supporting a U.S.-based company
Strongly Preferred Experience

Experience with any of the following is a major advantage:

Notion
GoHighLevel
Zapier
Make
Google Workspace
CRM administration
Workflow automation
SOP/process documentation
Contract administration
Project coordination
Healthcare administration
Senior living
U.S. healthcare

Healthcare experience is helpful but not required.

We can teach our industry. We cannot teach reliability, ownership or work ethic.

Schedule

This position will begin at approximately 20–25 hours per week, Monday through Friday.

You must have consistent availability overlapping with Arizona business hours (Mountain Standard Time).

There is an opportunity for increased hours, responsibility and compensation as you demonstrate your capabilities and EverCare continues to grow.

Long-Term Opportunity

We are looking for someone interested in building a career with EverCare — not someone looking for a short-term freelance project.

A strong performer may eventually take on substantially greater responsibility for:

Company operations
Systems administration
Airtable
Automations
Process management
Reporting
Team support

There is significant opportunity to grow with the company.

How to Apply

Start your application with:

EVERCARE OPERATIONS

Applications that do not begin with these words will not be reviewed.

Please submit:

1. Updated Resume

Include your most recent work experience.

2. Voice Recording — REQUIRED

Send a 60–90 second voice recording introducing yourself.

Please tell us:

Your name
Your professional background
Your experience working with U.S. companies
Why you believe you would be a good fit for this position

Do not read a prepared script.

We want to hear how you naturally communicate.

3. Airtable Experience

Rate your Airtable experience from 1–10 and briefly describe what you have personally built, managed or maintained.

Please specifically mention any experience with:

Linked records
Automations
Formulas
Interfaces/views
Forms
Database design

4. Systems Experience

Tell us about your experience with:

Airtable
Notion
GoHighLevel or other CRMs
Zapier / Make
Google Workspace

5. Ownership Question

Tell us about a previous job where you were responsible for making sure something actually got completed — not simply completing one assigned step.

What were you responsible for and how did you keep track of everything?

6. Process Documentation

Have you created SOPs or documented business processes before?

Give us an example.

7. Current Employment

What other jobs, clients, freelance projects or ongoing work commitments do you currently have?

8. Availability

Provide your Monday–Friday availability expressed in Arizona time (MST).

9. Compensation

What hourly rate are you requesting in USD?

10. Internet

Provide a current Speedtest.net screenshot and describe your backup internet solution.

Final Scenario

Imagine you join EverCare and inherit a contracting database containing 300 senior-care providers.

Some contracts are completed.

Some are pending.

Some providers have stopped responding.

Some records are missing documents.

Some information is outdated.

Several automations and workflows already exist, but another team member currently understands them better than you do.

Your manager asks:

"Within 30 days, I want you to understand this system, help clean it up, document how it works, and be able to tell me exactly where every contract stands."

In 10 sentences or less, explain how you would approach your first 30 days.

We care much more about how you think, communicate and take ownership than giving us a perfect answer.