VETTING COORDINATOR — Candidate Records & Member Care (US Eastern hours)

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TYPE OF WORK

Any

SALARY

PHP 70,000–90,000

HOURS PER WEEK

40

DATE UPDATED

Oct 8, 2026

JOB OVERVIEW

House of Nannies — a boutique nanny agency in New York

READ THIS FIRST
This is a detail role. Our families trust us because every caregiver we present has been verified — identity confirmed, references actually spoken to, documents in hand, nothing assumed. You will be the person who makes that true, one record at a time. If you are the kind of person who reads the whole file before acting, notices the date that doesn't add up, and finishes a checklist the same way on a Friday afternoon as on a Monday morning, this is for you. If you prefer fast-moving conversation over careful follow-through, it isn't — and that's okay.

ABOUT US
We are a small, warm, high-end nanny agency serving families in Westchester, Manhattan, Connecticut, New Jersey, and the Hamptons, with a sister babysitting membership called Little Minders. We run on our own custom platform (you'll be trained — quick learners thrive here). Our team is friendly, remote, and mostly based in the Philippines. Our clients expect a polished, personal experience, and our reputation is built on being careful and kind.

WHAT YOU'LL DO
Every candidate our placements team says yes to comes to your desk to be verified before any family sees her name. You own the record.

- Reference calls: book them, make them by phone, write them up the same day in the referee's own words, and set the status. Two references per candidate, former employers only, the referee verified before the call. You will follow our written guide exactly.
- The online sweep and identity check on every candidate and every referee — run in our system, read by you, recorded.
- Documents: work authorization, certifications, CPR noted. Chase what's missing on a schedule, and know when to stop chasing and flag.
- Profiles: complete each candidate's profile with her, by phone when a form won't do. Families, dates, duties, photo, her own words. A profile with a gap is not done.
- The background check and driving record ordered the day an offer is accepted; results to the founder first.
- Keep the vetting queue honest: who is waiting on whom, what is older than three days, what is stuck. Four fully vetted candidates a week is the number.
- Little Minders bookings: member requests handled as they come in, favorites offered first, the sitter calendar kept moving, every sit logged the same day. The sitter pipeline with our recruiter.
- Thank-you letters to referees and the small daily correspondence that keeps the record warm.

HOURS
Monday–Friday, 9:00 am – 6:00 pm US Eastern (that's evening/night in the Philippines). Reference calls happen in US daytime, so this is not a role that can shift to Philippine hours. Breaks whenever you need them — just make sure nothing is sitting unanswered while you're away.

WHAT WE'RE LOOKING FOR
- Meticulous — you check the date against the résumé without being asked
- Comfortable on the phone with strangers, in clear, warm English — reference calls are the heart of this job
- Clear written English — your write-ups are read by the whole team and shape what families hear
- Follows a written process exactly, and says so when the process is wrong rather than quietly doing it differently
- Honest about what's done and what isn't; a "not yet" from you is worth more than a "done" that isn't
- A quick learner — comfortable picking up a custom platform fast
- At least 3 years in a role built on verification or records: HR, recruiting operations, compliance, background screening, KYC, insurance claims, or similar — where a mistake in the file had consequences

PAY
PHP 70,000–90,000 per month depending on experience, paid twice monthly via Wise. The rate reflects US Eastern hours and the seniority of the seat. 13th-month pay for long-term team members. Full-time, long-term. Paid trial before hiring (see below).

This is not an entry-level role. We are looking for someone who has owned verification or records in a serious setting and can show it.

HOW TO APPLY — PLEASE FOLLOW EXACTLY
Your application must start with the word RECORD on its own line, then answer three things in a few sentences each:
1. Tell us about a job where you were responsible for checking that information was true before something could proceed. What did you check, and what happened when it didn't add up?
2. A candidate's résumé says she worked for a family from 2021 to 2024. Her referee says she left in 2023. What do you do, in order?
3. Your expected monthly salary.
Applications that don't start with RECORD won't be read. We reply to every application that does, within two business days.

THE PAID TRIAL
Shortlisted candidates receive a short paid trial (about 3 hours, PHP 2,000): you'll listen to a recorded reference call and write it up the way our guide asks, review a candidate profile and find what's missing or wrong, and handle two Little Minders booking requests in our platform. We pay on completion whether or not we continue. It shows us the one thing a résumé can't: whether you read before you act.

SKILL REQUIREMENT
Attention to Detail Communication Research
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