Virtual Client Coordinator

Healthcare Biz Brokers is a specialized business brokerage firm focused exclusively on healthcare businesses. We assist healthcare entrepreneurs in buying, selling, and valuing businesses such as home health agencies, hospice agencies, behavioral health facilities, medical clinics, pharmacies, and other healthcare organizations.

We are seeking a highly organized, proactive, and professional Virtual Client Coordinator based in the Philippines to support our growing team. This is a long-term remote position with opportunities for advancement.

Position Summary

As a Virtual Client Coordinator, you will be responsible for ensuring that buyers, sellers, and business partners receive outstanding customer service throughout the transaction process. You will coordinate communications, manage documentation, schedule meetings, maintain CRM records, and support our brokers and transaction coordinators.

This role requires exceptional communication skills, attention to detail, professionalism, and the ability to manage multiple projects simultaneously.

Key Responsibilities
Serve as one of the primary points of contact for prospective buyers and sellers.
Respond professionally to emails, phone calls, text messages, and CRM inquiries.
Guide buyers and sellers through the onboarding process.
Monitor completion of NDAs, buyer questionnaires, seller onboarding forms, and proof of funds.
Review submitted documents for completeness and accuracy.
Maintain and update CRM records.
Schedule Zoo ---------- etings, conference calls, and appointments.
Coordinate with brokers, transaction coordinators, escrow officers, attorneys, accountants, and consultants.
Track client progress from initial inquiry through closing.
Follow up on outstanding documents and deadlines.
Assist in preparing Confidential Information Memorandums (CIMs), marketing materials, and listing information.
Organize Google Drive folders and transaction files.
Maintain strict confidentiality regarding all client and transaction information.
Perform additional administrative and client service duties as assigned.
Qualifications
Bachelor's degree preferred but not required.
Minimum of two years of experience as a Virtual Assistant, Executive Assistant, Client Coordinator, Project Coordinator, or Administrative Assistant.
Excellent English written and verbal communication skills.
Strong organizational and multitasking abilities.
High level of professionalism and attention to detail.
Ability to work independently with minimal supervision.
Reliable high-speed internet connection.
Quiet and professional home office environment.
Willingness to work during U.S. Pacific Time business hours.
Preferred Experience

Experience with one or more of the following is highly desirable:

Customer Service
Executive Assistance
Project Coordination
Healthcare Administration
Business Brokerage
Real Estate
Escrow
Legal or Financial Services
Software Experience

Experience with the following platforms is preferred:

Google Workspace
Google Drive
Gmail
Google Calendar
Microsoft Office
Zoom
DocuSign
Follow Up Boss CRM
Trello
Slack
Canva
ChatGPT or other AI productivity tools
Skills We Value

We are looking for someone who is:

Highly organized
Detail-oriented
Professional and dependable
Self-motivated
Resourceful and proactive
Customer-service focused
Tech-savvy and eager to learn new software
Able to manage confidential information with discretion
Comfortable working in a fast-paced environment
Typical Daily Responsibilities
Communicating with healthcare business owners and prospective buyers.
Scheduling appointments and coordinating meetings.
Monitoring onboarding documentation.
Updating CRM records and tracking transactions.
Following up with clients regarding outstanding items.
Organizing transaction files and maintaining document accuracy.
Supporting the brokerage team with administrative and operational tasks.
Assisting in preparing business listings and marketing materials.
What We Offer
Long-term remote employment.
Competitive compensation based on experience.
Paid training and ongoing professional development.
Opportunities for career growth within the company.
Exposure to mergers and acquisitions, healthcare operations, and business brokerage.
A collaborative and supportive team environment.
Working Hours
Full-time
Monday through Friday
U.S. Pacific Time business hours
How to Apply

Please submit the following:

Current Resume
Cover Letter explaining why you are interested in this position
Internet Speed Test results
Computer specifications
Short video introduction (2–3 minutes) describing your experience and why you would be a good fit

Only applicants with excellent English communication skills, strong organizational abilities, and a commitment to long-term employment will be considered.