[Hiring] Intake Coordinator @Helm

Role Description

We’re looking for a confident, highly organized, detail-oriented Client Intake & Account Coordinator to join our remote healthcare staffing team. You’ll speak directly with U.S. doctors, medical practices, and business decision-makers, qualify staffing needs, manage leads, and keep clients and internal teams moving forward.

• Conduct initial calls with U.S. doctors and medical practices to understand their staffing needs and explain our services.
• Respond to new leads by phone/text within 5 minutes.
• Qualify, score, and prioritize leads; quickly disqualify poor-fit opportunities.
• Follow up consistently with unconfirmed leads and active staffing orders.
• Gather information needed to create job descriptions and hand confirmed orders to the staffing team.
• Run daily outreach to convert existing leads and keep SendBlue fully used.
• Maintain accurate lead/client records, notes, and pipeline stages in Airtable and GoHighLevel.
• Keep clients, staffers, and internal teams aligned on next steps.
• Identify stuck opportunities and proactively push them forward.
• Share weekly updates on opportunities, challenges, and what’s working.

Qualifications

• Excellent spoken and written English with clear, professional communication.
• Confident and polished on phone/video calls.
• Experience speaking with U.S. clients, doctors, executives, or business owners.
• Strong attention to detail and exceptional follow-through.
• Fast, responsive, and comfortable working with urgency.
• Highly organized and able to manage multiple leads simultaneously.
• Proactive, resourceful, and comfortable working independently.
• Experience with Airtable, GoHighLevel, Salesforce, or similar CRMs is a plus.
• Healthcare staffing, recruiting, intake, sales, or account management experience is a plus.

Requirements

• Remote.
• Part-time initially, with the potential to grow into full-time.
• $10–$23/hour USD, depending on experience.
• 8 AM - 5 PM PST.
• Must have your own reliable computer and internet.

To Apply

• Tell us about your experience working directly with U.S. doctors, business owners, executives, or decision-makers.
• What CRMs or workflow tools have you used?
• Are you comfortable responding to new leads within 5 minutes and making frequent U.S. calls?
• Please submit a 1–2 minute video introducing yourself and explaining why you’re a strong fit.