Virtual Professional

Virtual Assistant - Heart and Home CareHome Care Referral Agency Company Overview

Heart and Home Care is a growing home care referral agency that connects qualified caregivers with families needing care services. We are seeking our first Virtual Assistant to support our expansion and ensure our caregivers meet all compliance requirements.

Position: Virtual Assistant (Full-Time, Remote)

Location: Philippines (Remote) Schedule: Full-time, US Eastern Time business hours (8:00 AM - 5:00 PM EST) Employment Type: Contract/Freelance

Key ResponsibilitiesHR Compliance & Caregiver Management (33%)
• Caregiver Verification: Ensure all active caregivers and applicants complete required documentation
• Insurance Coordination:
• Manage occupational accident insurance enrollment and payroll deductions
• Coordinate liability insurance with Heart & Home Care as named insured
• Verify insurance compliance for all caregivers
• Background Verification: Track and document reference checks and background clearances
• Document Management: Upload and organize background checks, DocuSign packets, and credentials in Ally system
• Ally System Management:
• Verify caregiver availability and information accuracy
• Update license levels and credentials
• Manage caregiver facesheets and bios
• Recruitment Support:
• Process 70+ applications in Ally system
• Schedule initial interviews
• Send DocuSign enrollment packets post-interview
• Collect and upload headshots and bios for facesheets
• Insurance Provider Analysis: Research and compare occupational accident insurance providers (monthly vs. weekly billing options)

Marketing & Business Development (34%)
• Marketing Campaigns:
• Develop professional letters and one-page marketing materials
• Build comprehensive database of referral partners with contact information
• Create personalized mail merge campaigns for distribution
• Referral Partner Outreach: Target hospitals, rehab facilities, senior living communities, and other senior care businesses
• Lead Generation & List Building: Research and compile targeted prospect lists for business development
• Phone Outreach: Make professional phone calls to potential referral partners and prospects
• Email Follow-up: Develop and execute email follow-up sequences for leads and referral partners
• Appointment Scheduling: Book and coordinate meetings, consultations, and business development appointments
• Database Management: Maintain organized CRM with detailed contact information and interaction history
• Sales Support: Assist with caregiver case staffing in order to streamline client onboarding processes

Digital Marketing & Social Media Management (33%)
• Social Media Management: Create and schedule posts across platforms (Facebook, LinkedIn, Instagram)
• Content Creation: Develop engaging social media content showcasing caregiver stories and company values
• Online Presence: Monitor and respond to social media messages and reviews
• Brand Consistency: Ensure all digital communications align with company branding
• Analytics: Track social media performance and engagement metrics

Required QualificationsTechnical Skills
• Software Proficiency: DocuSign, Ally system (or similar CRM/management platforms), Google Workspace
• Social Media Management: Facebook Business Manager, LinkedIn, Instagram, content scheduling tools (Hootsuite, Buffer, or similar)
• Database Management: Excel/Google Sheets advanced functions, mail merge capabilities, CRM management
• Communication Tools: Email management, fax systems, video conferencing, phone systems
• Lead Generation Tools: Experience with prospecting tools and list-building platforms

Experience Requirements
• 3+ years of virtual assistant experience, preferably supporting US-based businesses
• Experience in healthcare, senior care, or service-based industries preferred
• Background in HR compliance or recruitment processes
• Social media management and content creation experience
• Sales/Business Development: Experience with lead generation, cold calling, and appointment setting
• Insurance coordination experience (preferred but not required)

Essential Skills
• Fluent English: Must speak, read, and write fluent English with excellent grammar and communication skills
• Attention to Detail: Critical for compliance documentation and verification processes
• Organization: Ability to manage multiple tasks, deadlines, and systems simultaneously
• Communication: Excellent written and verbal communication skills for client and caregiver interactions
• Phone Skills: Professional phone manner for business development calls and client communications
• Problem-Solving: Ability to research solutions and make recommendations
• Discretion: Handle sensitive HR and client information professionally
• Time Management: Work independently with minimal supervision
• Sales Mindset: Comfortable with outreach, follow-up, and building business relationships

Preferred Qualifications
• Bachelor's degree in Business Administration, Marketing, or related field
• Experience with healthcare regulations and compliance
• Familiarity with US business practices and legal requirements
• Social media management or digital advertising experience
• Lead generation and appointment setting experience
• Previous experience with caregiving or home care industry

Working Conditions
• Hours: 40 hours per week, US Eastern Time business hours (8:00 AM - 5:00 PM EST)
• Equipment: Must have reliable internet, computer, and quiet workspace
• Communication: Daily check-ins via video call and project management tools
• Growth Opportunity: Potential for increased responsibilities as company grows

Compensation & Benefits
• Competitive salary based on experience (to be discussed)
• Performance-based bonuses
• Opportunity for professional development
• Long-term growth potential with expanding company
• Flexible working arrangements

Application Requirements

Please submit:
• Resume highlighting relevant experience
• Cover Letter explaining your interest and qualifications
• Portfolio of previous work (websites, marketing materials, etc.)
• References from previous clients or employers
• Availability and preferred working hours

Application Questions:
• Describe your experience with HR compliance and documentation management
• What social media platforms have you managed and what content creation tools do you use?
• How do you ensure accuracy when managing sensitive information?
• What is your experience with lead generation, cold calling, and appointment setting?
• What is your experience with the healthcare or caregiving industry?
• Describe a time you successfully managed multiple complex projects simultaneously

To Apply: Send all materials to [your email] with subject line "Virtual Assistant Application - Heart and Home Care"

Heart and Home Care is an equal opportunity employer committed to creating an inclusive environment for all team members.

Job Types: Full-time, Part-time

Pay: $4.00 - $5.00 per hour

Expected hours: 40 per week

Benefits:
• Flexible schedule

Schedule:
• Day shift
• Rotating weekends

Work Location: Remote

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