My Hero VA

Our client is a U.S. healthcare staffing agency seeking an experienced virtual assistant to manage caregiver documentation and coordinate required training.

You will collect certifications and forms, keep online caregiver profiles accurate, schedule training, and follow up until documentation is complete. This role coordinates training attendance and records rather than teaching classes.

The ideal candidate is organized, detail-oriented, and able to take ownership after learning the company’s processes. You should be comfortable tracking multiple outstanding items and completing follow-ups without constant reminders.

• →Review reports to identify missing caregiver documents and incomplete training.
• →Collect certifications, fingerprint cards, required forms, and training completion records.
• →Upload documents to the correct caregiver profiles and maintain accurate files.
• →Schedule caregivers for required training, including CPR classes.
• →Follow up with caregivers to confirm attendance, completion, and outstanding paperwork.
• →Monitor email, text messages, and internal team messages throughout the workday.
• →Respond professionally using existing communication templates where appropriate.
• →Maintain clear notes on pending items, follow-ups, and next steps.
• →Make occasional phone calls when needed to resolve outstanding items.
• →Check your work carefully to prevent missing or incorrectly filed documentation.

• Previous professional experience in administrative support, documentation management, training coordination, or a similar role.
• Strong attention to detail and a consistent record of completing accurate work.
• Ability to learn established processes and manage daily responsibilities independently.
• Working knowledge of Microsoft Excel and comfort navigating online systems.
• Ability to use email, shared files, CRM platforms, and messaging tools.
• Strong written English and clear spoken English for occasional calls.
• Strong organization and follow-up skills.
• Availability Monday through Friday for 25 hours per week during Phoenix, Arizona business hours.

• Experience supporting a healthcare staffing agency, home care company, or similar business.
• Experience tracking caregiver credentials, onboarding documents, or required training.
• Familiarity with SharePoint and Outlook.
• Spanish proficiency.

Remote. Candidates in Latin America are encouraged to apply, with initial recruitment focused on Mexico and Colombia.

Monday through Friday, 5 hours per day, totaling 25 hours per week. Schedule follows Phoenix, Arizona time; exact start and end times will be confirmed.

Potential to grow into a full-time position based on performance and business needs.