Office Coordinator – AP & AR

We are hiring an Office Coordinator to support a US-based assisted living operator. The primary focus of this role is accounts receivable and accounts payable — weekly insurance claim submission through Managed Care Organization (MCO) portals, vendor payment management, and accurate financial record-keeping. A secondary focus is supporting payroll preparation, reviewing staff schedules to prevent overtime, and conducting proactive outreach to MCOs when resident vacancies arise.

This is a high-ownership role for a detail-oriented, self-directed individual who can manage recurring financial workflows independently, communicate professionally in English with US-based managers and payers, and maintain consistency across a small but critical set of responsibilities.

Primary Responsibilities

Accounts Receivable (Insurance Billing)

• Prepare and submit weekly insurance claims for all residents through MCO web portals, ensuring accuracy of resident data, service dates, and billing codes.
• Track claim status, follow up on pending or denied claims, and coordinate resubmissions as needed.
• Maintain a clean claim log with submission dates, payer references, and payment status.

Accounts Payable

• Process vendor invoices — utilities, service providers, supplies — ensuring timely payment and proper coding.
• Reconcile vendor accounts and flag discrepancies for client review.
• Maintain organized digital records of invoices, payment confirmations, and vendor correspondence.

Financial Record-Keeping

• Maintain accurate books in the client's accounting system (QuickBooks or equivalent).
• Perform monthly reconciliations (bank, credit card, vendor accounts).
• Prepare monthly and quarterly P&L statements and basic variance commentary.
• Support month-end close activities in coordination with the client's external accountant.

Secondary Responsibilities

Payroll Preparation

• Collect and verify employee hours from on-site facility administrators on a bi-weekly or weekly cadence.
• Compile the payroll file (Excel) with regular hours, overtime, and any adjustments.
• Submit the completed file to the client's external accountant for processing.

Schedule Oversight

• Review staff schedules prepared by each facility's on-site administrator before finalization.
• Identify projected overtime and flag for adjustment with the relevant admin; ensure schedules stay within approved hour budgets.
• Track overtime trends and report weekly to the client.

Occupancy Outreach

• When a resident vacancy occurs, proactively reach out to MCO placement coordinators via email and phone follow-up to signal availability.
• Maintain a simple contact database of MCO placement contacts and track outreach activity.
• Provide weekly updates to the client on outreach progress and pipeline.

Must-Have Qualifications

• 3+ years of experience in bookkeeping, AR/AP, or similar financial administration role.
• Working knowledge of QuickBooks (or comparable accounting software) and strong Excel skills.
• Demonstrated experience submitting claims or processing invoices through online web portals.
• Excellent written and spoken English — comfortable with professional email and phone communication with US-based contacts.
• Strong attention to detail, organizational skills, and ability to manage recurring deadlines without supervision.
• Willingness and ability to consistently work US Central Time hours.

Preferred Qualifications

• • Experience with US healthcare billing, Medicaid/MCO claims, or assisted living/long-term care operations.
• • Familiarity with payroll file preparation for US employers.
• • Prior experience in a staff augmentation or outsourced back-office role for US clients.
• • Commerce, Finance, or Accounting degree.

What Success Looks Like

• • By Day 30: 100% of weekly insurance claims submitted on schedule with <5% denial/rework rate.
• • By Day 60: AP aging kept under 30 days; vendor disputes resolved proactively.
• • By Day 90: Monthly close delivered within 5 business days; zero payroll submission delays; overtime reduced through schedule review.
• • Ongoing: Client trusts the coordinator as the single operational owner of AR/AP and is actively using the outreach function to support occupancy.

Job Type: Full-time

Application Question(s):

• This is an onsite-based position, and the shift timings are from 7 PM to 4 AM Pakistan Time. Are you comfortable with this?

Experience:

• Accounts Payable: 2 years (Required)
• Accounts Receivable : 2 years (Required)
• Financial Record-Keeping: 2 years (Required)

Work Location: In person