Administrative Coordinator

Job not on LinkedIn

🔥 2 hours ago

🌐 United States, Egypt, +1 more countries – Remote

🇺🇸 United States – Remote 🇪🇬 Egypt – Remote 🇵🇭 Philippines – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

📋 Administrative Assistant

🚫👨‍🎓 No degree required

👻 Ghost score 15%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Gilbert Pharmaceuticals

WebsiteLinkedInAll Job Openings

11 - 50 employees

💊 Pharmaceuticals

🏥 Healthcare

🏗️ Construction

Pharmaceuticals • Healthcare • Construction

Gilbert Pharmaceuticals is a partner company that helps compounding pharmacies build, run, and grow by providing end-to-end services across facility design, procurement, construction, operations, and regulatory compliance. The firm supports pharmacy owners from site selection and facility design through procurement, construction management, commissioning, and day-to-day operational and compliance guidance, with explicit focus on State Board of Pharmacy and FDA requirements (including 503A and 503B / cGMP considerations). Gilbert brings together design and engineering expertise, procurement, construction management, and compliance consulting to deliver turnkey, inspection-ready compounding pharmacy facilities and operational playbooks.

📋 Description

• Process invoices, payments, and statements for clients, prescribers, and partner platforms • Track accounts receivable, follow up on late payments, and reconcile billing records • Resolve billing questions and discrepancies and document outcomes • Serve as a primary point of contact for patients, prescribers, clinics, and telehealth partners by phone, email, chat, and portal • Track orders from receipt through compounding, verification, shipping, and delivery • Provide accurate and proactive order status updates • Monitor shipments and flag delays, lost shipments, or temperature-sensitive package issues • Coordinate replacements with the pharmacy team when needed • Follow up on incomplete prescriptions, missing patient information, and prior authorizations • Route clinical questions, adverse event reports, and product complaints to the pharmacist the same day • Keep client records, call notes, and communication logs accurate and current • Enter and update patient and prescriber profiles, shipping details, and payment information • Manage shared order queues and inboxes to ensure requests are handled on time • Coordinate with pharmacy sites, the General Manager, and PICs on order priorities, holds, and exceptions • Maintain templates, scripts, and FAQs for common customer questions • Identify opportunities to use automation to reduce repetitive work • Prepare weekly reports on order volume, turnaround times, open issues, and customer complaints • Prepare and track state pharmacy license applications, renewals, and non-resident licenses • Support DEA, NPI, wholesaler, payer, and partner enrollment paperwork • Maintain calendars for license expirations, renewals, and filing deadlines • Keep training logs, SOP acknowledgments, licenses, certificates, and other compliance records organized and inspection-ready • Prepare required PDMP, state, and partner reports on schedule • Work with PICs and the General Manager to close documentation gaps before inspections or audits • Protect patient information in accordance with HIPAA

🎯 Requirements

• 2+ years of experience in healthcare administration, medical or pharmacy billing, or client services • Strong organizational skills and attention to detail, particularly when managing documents and deadlines • Clear, professional written and verbal communication skills • Comfortable using billing software, spreadsheets, and shared document systems • Open to using AI and automation tools to improve efficiency • Working knowledge of HIPAA, or willingness to complete HIPAA training before starting • Fluent written and spoken English • Available to work U.S. Eastern business hours, with a minimum schedule of 9:00 a.m. to 5:00 p.m. ET • Reliable high-speed internet and a private, quiet workspace suitable for handling patient information • Previous pharmacy experience, especially within a compounding pharmacy (preferred) • Experience with state licensing or credentialing applications (preferred) • CPhT certification or a pharmacy technician background (preferred)

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