Our organization is a leader in providing compassionate, expert assistance to seniors and their families navigating the complexities of Medicaid applications for long-term care. Through our specialized pooled trust division, we are dedicated to enhancing the quality of life for elderly and disabled individuals by safeguarding their income and assets. Our trust services enable clients to maintain eligibility for essential public benefits, such as Medicaid, while preserving their financial resources. Operating across multiple states, we support numerous healthcare facilities and families, delivering personalized, client-focused solutions to simplify intricate processes and provide peace of mind.
We are seeking a full-time Administrative & Outreach Coordinator to join our pooled trust team in an in-office capacity, reporting directly to the Director of Business Development. This dynamic role is ideal for an organized, client-focused individual who thrives in a fast-paced environment and is eager to drive business growth through exceptional administrative support and outreach coordination. You will manage sales tracking, foster strong client relationships, and ensure seamless communication with field representatives. Working from our office from 9 AM to 5 PM, Monday through Friday, you will be instrumental in maintaining operational efficiency and enhancing client satisfaction, directly contributing to our mission of supporting seniors and disabled individuals.
Key Responsibilities - Sales Team Coordination: Organize and support the sales team to maintain a focus on client engagement, ensuring field representatives have the resources and information needed to succeed.
- Sales Tracker Management: Maintain and update the sales tracker with accurate, real-time data, collaborating with field reps to ensure all client interactions, leads, and updates are promptly and correctly documented.
- Daily Communication: Engage in daily check-ins with field representatives via phone, email, or virtual platforms to confirm progress, address challenges, and provide actionable support to meet outreach goals.
- Account and Client Management: Oversee client accounts, monitor performance reports, and build strong, lasting relationships with clients to ensure satisfaction and trust in our trust services.
- Lead Research and Opportunity Identification: Proactively research potential leads and outreach opportunities, leveraging industry trends and client needs to support business development initiatives.
- Administrative Support: Handle scheduling, correspondence, and documentation to streamline operations, ensuring all outreach and administrative tasks are completed efficiently and accurately.
- Report Generation and Analysis: Prepare and analyze reports on sales activities, client engagement, and outreach outcomes to inform strategic decisions and improve performance.
- Collaboration with Leadership: Work closely with the Director of Business Development to align outreach efforts with organizational goals, providing insights and feedback to enhance strategies.
- Compliance and Confidentiality: Ensure all client interactions and data management comply with HIPAA regulations and organizational policies, maintaining the highest standards of confidentiality and professionalism.
Qualifications - Experience: Minimum of 2 years of office-based experience in an administrative, sales, or client-facing role, with a proven ability to manage multiple tasks and priorities effectively.
- Healthcare Knowledge: Familiarity with healthcare terminology, particularly related to Medicaid, trusts, or senior care, is strongly preferred to facilitate effective communication with clients and field reps.
- Organizational Skills: Exceptional organizational and leadership abilities, with a keen eye for detail and the capacity to manage complex workflows in a fast-paced environment.
- Communication: Outstanding verbal and written communication skills, with the ability to build rapport with clients, collaborate with team members, and convey information clearly and professionally.
- Technical Proficiency: Strong proficiency in Customer Relationship Management (CRM) tools (e.g., Salesforce, HubSpot) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is preferred; ability to quickly learn new software systems.
- Multitasking and Independence: Demonstrated ability to multitask, prioritize effectively, and work independently while maintaining accountability and meeting deadlines.
- Team Player: A collaborative mindset with a commitment to contributing to team success and fostering a positive, supportive work environment.
- Education: High school diploma or equivalent required; an associate's or bachelor's degree in business administration, healthcare administration, or a related field is a plus.
- Adaptability: Comfortable adapting to evolving priorities and industry regulations, with a proactive approach to problem-solving and process improvement.
Compensation The Administrative & Outreach Coordinator position offers a competitive base salary of $65,000-$75,000 per year, commensurate with experience and qualifications. This equates to an hourly rate of $30-$35 per hour based on a standard 40-hour workweek. This full-time, in-office role includes a standard 40-hour workweek and provides an opportunity to grow within a mission-driven organization dedicated to improving lives.