[Hiring] Administrative Coordinator @Gilbert Pharmaceuticals

Role Description

We’re looking for an Administrative Coordinator to help keep the day-to-day administrative side of our pharmacy operations organized and running smoothly. You’ll serve as a main point of contact for patients, prescribers, clinics, and partners while supporting billing, order tracking, licensing, applications, and compliance documentation across our pharmacy locations. This is a remote role that works closely with the General Manager and pharmacy teams.

What You’ll Do

• Billing & Accounts
  • Process invoices, payments, and statements for clients, prescribers, and partner platforms.
  • Track accounts receivable, follow up on late payments, and reconcile billing records.
  • Resolve billing questions and discrepancies and document outcomes.
• Customer Communication & Order Tracking
  • Serve as a primary point of contact for patients, prescribers, clinics, and telehealth partners by phone, email, chat, and portal.
  • Track orders from receipt through compounding, verification, shipping, and delivery.
  • Provide accurate and proactive order status updates.
  • Monitor shipments and flag delays, lost shipments, or temperature-sensitive package issues.
  • Coordinate replacements with the pharmacy team when needed.
  • Follow up on incomplete prescriptions, missing patient information, and prior authorizations.
  • Route clinical questions, adverse event reports, and product complaints to the pharmacist the same day.
  • Keep client records, call notes, and communication logs accurate and current.
• Pharmacy Administration
  • Enter and update patient and prescriber profiles, shipping details, and payment information.
  • Manage shared order queues and inboxes to ensure requests are handled on time.
  • Coordinate with pharmacy sites, the General Manager, and PICs on order priorities, holds, and exceptions.
  • Maintain templates, scripts, and FAQs for common customer questions.
  • Identify opportunities to use automation to reduce repetitive work.
  • Prepare weekly reports on order volume, turnaround times, open issues, and customer complaints.
• Licensing, Applications & Compliance
  • Prepare and track state pharmacy license applications, renewals, and non-resident licenses.
  • Support DEA, NPI, wholesaler, payer, and partner enrollment paperwork.
  • Maintain calendars for license expirations, renewals, and filing deadlines.
  • Keep training logs, SOP acknowledgments, licenses, certificates, and other compliance records organized and inspection-ready.
  • Prepare required PDMP, state, and partner reports on schedule.
  • Work with PICs and the General Manager to close documentation gaps before inspections or audits.
  • Protect patient information in accordance with HIPAA.

Qualifications

• 2+ years of experience in healthcare administration, medical or pharmacy billing, or client services.
• Strong organizational skills and attention to detail, particularly when managing documents and deadlines.
• Clear, professional written and verbal communication skills.
• Comfortable using billing software, spreadsheets, and shared document systems.
• Open to using AI and automation tools to improve efficiency.
• Working knowledge of HIPAA, or willingness to complete HIPAA training before starting.
• Fluent written and spoken English.
• Available to work U.S. Eastern business hours, with a minimum schedule of 9:00 a.m. to 5:00 p.m. ET.
• Reliable high-speed internet and a private, quiet workspace suitable for handling patient information.

Preferred

• Previous pharmacy experience, especially within a compounding pharmacy.
• Experience with state licensing or credentialing applications.
• CPhT certification or a pharmacy technician background.

What Success Looks Like

• Customer inquiries are answered within one business day and order statuses remain current.
• No missed license renewals or filing deadlines.
• Accounts receivable remain current, with billing issues resolved within agreed timelines.
• Compliance files remain complete, organized, and inspection-ready across all pharmacy locations.