Administrative Coordinator

About Gilbert Pharmaceuticals

Gilbert Pharmaceuticals manages a growing network of 503A compounding pharmacies in the Miami area, with locations across Miami Gardens, Doral, and neighboring communities. We operate according to USP <795>, <797>, and <800> standards and Florida Board of Pharmacy requirements.

We run lean, use AI and automation wherever they can save time, and look for people who take ownership of their work and outcomes.

About the Role

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.

Role Details

Reports to: General Manager
Location: Remote (international candidates welcome)
Hours: U.S. Eastern business hours, 9:00 a.m. to 5:00 p.m. ET minimum
Type: Full-time, independent contractor (direct)
Compensation: To be confirmed

Requirements

What We’re Looking For

Required

• 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.