Client Intake & Office Coordinator

Client Intake & Office Coordinator – Remote Phone Sales
Malama Maika’i Health and Wellness Alliance (Remote, HST-Based)

About Us

Malama Maika’i Health and Wellness Alliance is a rapidly growing senior in-home care agency founded in Hawaii, now expanding across Arizona and Florida. We are known for delivering compassionate, high-quality care and supporting families through every step of their care journey.

We’re seeking a Client Intake & Office Coordinator to serve as the frontline for families inquiring about our services—someone who is compassionate, organized, and confident in guiding conversations that turn warm leads into long-term clients. This role blends administrative support with consultative phone sales and requires someone who can handle sensitive topics with empathy and precision.

Position Summary

As the Client Intake & Office Coordinator, you’ll manage incoming calls, respond to inquiries about care services, schedule new client appointments, and assist with minor administrative tasks like sending application forms and follow-up correspondence. You'll play a pivotal role in building trust with prospective clients and supporting them through the decision-making process with warmth, professionalism, and efficiency.

Key Responsibilities

• Answer and manage inbound calls and web inquiries with empathy and accuracy.

• Educate potential clients and their families about our care services and process.

• Convert warm leads into booked consultations or clients by identifying their needs and offering tailored solutions.

• Coordinate and schedule initial care assessments and follow-up appointments.

• Maintain detailed CRM records of calls, follow-ups, and next steps.

• Assist with administrative tasks such as sending applications, intake forms, and minor email correspondence.

• Collaborate with the care coordination and scheduling teams to ensure a smooth client onboarding experience.

• Identify common client concerns and help guide families through emotional or difficult decisions with patience and understanding.

• Uphold HIPAA and all ethical standards in client communication and data handling.
   

Qualifications

• 1+ years of experience in phone-based sales, client services, or administrative coordination (home care or healthcare preferred)

• Strong communication and relationship-building skills with a compassionate, non-pushy approach

• Proven ability to manage multiple tasks, calls, and follow-ups in a fast-paced environment

• Tech-savvy, organized, and comfortable using CRMs and digital communication tools
   
• Demonstrated success managing calendars including, but not limited to, scheduling and updating appointments

• Familiarity with senior care services, Medicaid/long-term care insurance (preferred)

• Able to work reliably on Hawaii Standard Time (HST)

What We Offer

• Competitive base salary + performance-based commission

• Flexible, remote work environment

• Ongoing training and development

• Opportunity to be part of a purpose-driven, rapidly growing company

• Ability to directly impact families during life-changing moments