Administrative Assistant

Fully remote position with a U.S.-based company – Based remotely in Mexico and engaged via UpWork

About the Role

The Administrative Assistant is an entry-level, fully remote position responsible for providing detailed clerical support to our Medicaid Teams. Reporting to the Medicaid Team Manager, you will be involved throughout the entire client journey, from onboarding to offboarding, ensuring that every step of the Medicaid planning process is efficiently managed. This role is designed for candidates based in Mexico and will be engaged through UpWork.

What You Will Do

In this role, you will work closely with your team (consisting of a Medicaid Team Manager, Eligibility Specialist, and Application Support Specialist) and support various administrative functions, including:

• Client & Document Management:
  • Assist Medicaid Specialists by downloading and organizing client documents (PDFs, JPGs, etc.) using Google Drive for Desktop.
  • Fill out application forms using provided PDF editing software (Adobe Acrobat).
  • Assemble “requests for information” and other documents using Google Docs and PDF tools.
• Communication & Coordination:
  • Securely send documents to clients via designated secure email software.
  • Exchange documents electronically using online faxing software.
  • Communicate with clients via email and VOIP (online) phone systems.
  • Liaise with Medicaid agencies by phone or email to check on application statuses.
• Scheduling & Meeting Support:
  • Schedule meetings using Google Calendar or Calendly.
  • Take meeting notes during client calls and accurately enter notes into our client database (Insightly).
• Administrative & Support Tasks:
  • Use email templates (Google Docs and Insightly) to send information to clients.
  • “Snail mail” documents to agencies using our online mailing service.
  • Send out feedback/satisfaction surveys to completed clients.
  • Archive outdated client files in accordance with data security protocols.
  • Attend weekly team meetings via Google Meet and perform other administrative tasks as needed.

Qualifications & Skills

• Education & Experience:
  • Entry-level role; prior administrative or clerical experience is a plus.
  • Above-average computer proficiency is required.
• Technical Skills:
  • Proficient with Google Drive, Adobe Acrobat (or similar PDF editor), Google Calendar, and online scheduling tools like Calendly.
  • Experience with VOIP communication, online faxing, and CRM systems (preferably Insightly) is advantageous.
• Personal Attributes:
  • Extreme attention to detail and strong organizational skills.
  • Ability to work independently in a fully remote environment while adhering to U.S. business hours (Mon-Fri).
  • Excellent written and verbal English communication skills.

Working Hours & Employment Details

• Employment Type:
  • Independent Contractor engaged via UpWork.
• Hours:
  • Full-time, hourly position with availability required during U.S. business hours (Mon-Fri).
  • Billable hours will typically range between 30-40 hours per week, with an initial training period of approximately 25 hours in the first week.

Home Office Requirements

• Environment:
  • A quiet and undisturbed workspace is essential.
• Equipment:
  • You must provide your own hardware and high-speed internet.
    • A well-functioning computer with a minimum of 8GB RAM and a noise-canceling headset is required.
    • An external monitor is recommended. (Tablet use is not permitted for this role.)
• Software:
  • The Company will supply all necessary work software.

What We Offer

• A supportive, fully remote work environment designed specifically for candidates based in Mexico and engaged through UpWork.
• Performance and compensation reviews at 90 days and annually thereafter.
• Comprehensive training to ensure success in your role and access to all necessary work software.

About Eldercare Resource Planning

Eldercare Resource Planning, LLC is a well established, family owned company providing professional Medicaid Planning services to individuals and families. Our team of Medicaid Specialists are dedicated to working closely with each client, assisting them with the entire application process to ensure a successful approval for Medicaid long term care benefits. To learn more about the scope of the role of a Medicaid planner, please visit the case studies page on our website.

Our company strives to create a work culture that provides growth for its team members. Our goal is to foster both personal and professional development for our team.