Applicant Operations Specialist

Join to apply for the Healthcare Operations Manager role at Pearl Talent Industry: Healthcare / Patient Operations / Telehealth Work Arrangement: Fully Remote Job Type: Full-time Work Schedule: Monday–Friday, aligned with U.S. Pacific Time business hours Locations: Other remote regions with excellent English communication and healthcare experience About Pearl Talent Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US. Hear why we exist, what we believe in, and who we’re building for: Why Work with Us? At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers. Role Overview Our client, a fast-growing performance marketing and media agency, is seeking a Sales Operations Specialist to drive the accuracy, efficiency, and structure behind its sales engine. This role supports the sales team by maintaining CRM data integrity, optimizing workflows, producing performance insights, and coordinating lead follow-ups — enabling the sales closers to focus fully on revenue-generating work. The ideal candidate is a disciplined, proactive operator with strong analytical and organizational skills. You’ll be responsible for ensuring data accuracy, generating actionable sales reports, and keeping every lead tracked and moving through the pipeline seamlessly. This is a highly collaborative yet self-managed position ideal for someone who thrives in detail-oriented, process-driven environments. About the Company Our client is a fast-growing U.S.-based healthcare organization providing virtual specialty care for patients with chronic neurological conditions such as headaches and migraines. The company focuses on delivering compassionate, evidence-based treatment through telehealth, combining clinical expertise with modern technology to make quality care more accessible and efficient. Their mission is to simplify patient access to specialized medical care—ensuring every individual receives the guidance, support, and coordination needed throughout their health journey. Role Overview We’re hiring an Applicant Operations Specialist to support patient intake and onboarding for a leading U.S. telehealth provider. In this role, you’ll conduct introductory calls with prospective patients, explain the company’s services, and guide them through scheduling and follow-up steps with empathy and professionalism. You’ll ensure a smooth, reassuring onboarding experience while maintaining high standards of accuracy and responsiveness across all communications. Your Impact You’ll serve as the first point of contact for patients seeking care, helping them understand available services and guiding them through their first steps in treatment. Your role is critical in setting the tone for a positive, patient-centered experience—driving trust, engagement, and continuity of care. Core Responsibilities Conduct 1-on-1 Zoom calls with prospective patients to introduce the company’s services. Accurately record patient details, symptoms, and initial notes into internal systems. Demonstrate empathy and professionalism during every interaction. Scheduling & Coordination – 30% Schedule patient appointments and manage next steps in the onboarding process. Assist patients with rescheduling and follow-ups to ensure a seamless experience. Maintain organized scheduling records and update information in real time. Provide clear, compassionate communication and answer patient inquiries. Escalate clinical or administrative issues to the appropriate departments when necessary. Follow up to confirm appointments, clarify information, or complete missing details. Operational Collaboration & Reporting – 10% Collaborate with internal teams to ensure smooth transitions between departments. Track and complete daily assigned tasks within CRM or scheduling tools. Identify and suggest process improvements to enhance patient experience and operational flow. Requirements Must-Have (Required): 1–3 years of experience in patient intake, telehealth coordination, or healthcare operations . Hands-on experience with CRM or scheduling platforms (e.g., Zendesk, Athena, or Calendly). Excellent English communication skills , both written and verbal. Strong interpersonal skills; confident leading live Zoom calls with patients. Reliable attention to detail and ability to manage multiple interactions daily. Tech-savvy and organized; capable of working independently in a remote setup. Nice-to-Have (Preferred): Background in healthcare administration, patient advocacy, or customer success . Familiarity with HIPAA compliance and clinical terminology . Previous experience in telehealth or healthcare startups . Adaptability in evolving processes and fast-paced healthcare settings. Required: Communication Tools: Zoom, Slack, Gmail Scheduling Tools: Calendly or equivalent Productivity Tools: Google Workspace (Docs, Sheets, Drive) Preferred: Notion or Asana for task tracking Healthcare CRM or EMR systems for patient management Competitive Salary: Based on experience and skills Remote Work: Fully remote—work from anywhere Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting Generous PTO: In accordance with company policy Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees Direct Mentorship: Guidance from international industry experts Learning & Development: Ongoing access to resources for professional growth Global Networking: Connect with professionals worldwide Our Recruitment Process Application Screening Skills Assessment Topgrading Interview Client Interview Job Offer Client Onboarding Ready to Join Us? If you’re empathetic, organized, and passionate about improving patient experiences through operational excellence, this role is for you. Apply now to help make specialized healthcare more accessible to patients across the U.S. Seniority level Mid-Senior level Employment type Full-time Job function Administrative and Health Care Provider Industries Staffing and Recruiting #J-18808-Ljbffr