Full Time Scheduler and Administrative Manager

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: TYPE OF WORK

Full Time

: SALARY

Php 60,000

: HOURS PER WEEK

TBD

: DATE UPDATED

Sep 22, 2026

JOB OVERVIEW

Location: Remote – Philippines
Position: Full-time
Industry: Non-medical home care
Schedule: 7:00 a.m.–4:00 p.m. U.S. Central Time
Reports to: Agency Owner and Administrator
Mandatory: Excellect communication

We are a growing home-care franchise serving Carrollton, Denton, and nearby DFW communities. We are looking for a dependable, caring, and highly organized Virtual Office Manager to help coordinate our daily office operations.

This person will communicate regularly with caregivers, clients, and families while keeping contracts, training records, invoices, and other administrative work organized.

Caregiver Support
Communicate with caregivers regarding schedules, attendance, client concerns, training, and company updates
Create and maintain caregiver profiles, including experience, skills, availability, and client compatibility
Coordinate caregiver onboarding and orientation
Assign and track required training
Monitor background checks, credentials, training deadlines, and missing documents
Conduct regular caregiver wellness and satisfaction checks
Document caregiver concerns and follow up until they are resolved
Escalate urgent staffing, safety, or performance concerns to management
Client and Family Support
Communicate professionally and compassionately with clients and their families
Conduct regular wellness and satisfaction calls
Follow up after new services begin and after caregiver changes
Document concerns, requests, and changes in client needs
Coordinate with the scheduling and care teams to resolve service issues
Escalate medical, safety, abuse, neglect, or emergency concerns immediately
Contracts and Administrative Support
Prepare client contracts, service agreements, amendments, and other documents using approved templates
Send documents for review and signature
Organize signed contracts and maintain accurate electronic records
Prepare caregiver profiles for client matching
Maintain client and caregiver files for audit readiness
Track missing, incomplete, or expired documents
Assist with reports, spreadsheets, data entry, and general office administration
Submit contracts, rate changes, and policy-related documents to management for final approval
Invoices and Payment Follow-Up
Monitor unpaid or overdue invoices
Send professional and respectful payment reminders
Follow up with clients or responsible family members
Document all billing communications
Coordinate invoice questions with the billing team
Escalate disputed or overdue accounts to management
Never change rates, balances, or payment terms without authorization
Conflict Resolution and Investigation
Listen calmly and respectfully to concerns from clients, families, and caregivers
Gather facts from everyone involved without taking sides
Document statements, dates, messages, and relevant records
Help resolve routine misunderstandings and communication issues
Protect confidentiality throughout the process
Escalate serious complaints, disciplinary matters, safety concerns, or legal issues to management
Follow up to confirm that the concern has been addressed
Qualifications
Experience in home care, healthcare administration, customer service, or office management is preferred
Strong spoken and written English
Comfortable communicating by phone, email, text, and Zoom
Patient, professional, and confident when handling difficult conversations
Highly organized and consistent with documentation and follow-up
Comfortable using Microsoft Office, online documents, spreadsheets, scheduling systems, and electronic records
Experience with WellSky is helpful but not required
Able to protect confidential caregiver and client information
Reliable internet connection, backup connectivity, and a quiet workspace

Must provide a résumé, professional references, and applicable character or background-clearance certificates

The right person will be warm and helpful with people, careful with confidential information, and persistent about completing follow-ups. We need someone who takes ownership of tasks while knowing when an issue must be escalated to management.

SKILL REQUIREMENT

Administrative Management Client Relationship Management Back Office Support

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Full Time Scheduler and Administrative Manager

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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