Policy Administration Assistant / Clinic Operations Officer / Equipment Coordinator

Role Overview

Work Arrangement

• The position is fully remote and full-time.
• The source describes the experience level as entry-level to mid-level.

Policy Administration

• Assist with insurance policy administration activities and maintain accurate policyholder and policy records.
• Process applications, amendments, renewals, and cancellations and verify supporting documentation.
• Prepare correspondence and forms, track renewals and outstanding requirements, and update records in relevant systems.
• Coordinate with insurers, brokers, customers, and internal teams and respond to routine inquiries.
• Support premium, payment, billing documentation, reporting, reconciliation, confidentiality, and escalation of complex issues.

Clinic Operations

• Support clinic administration, appointments, schedules, confirmations, cancellations, registration, check-in, and check-out.
• Respond to patient and visitor inquiries and coordinate communication with medical and administrative teams.
• Maintain patient and clinic records and prepare reports, forms, schedules, and operational documents.
• Monitor supplies, coordinate replenishment and service providers, and follow up on operational requests.
• Assist with billing, insurance administration, audits, inspections, compliance documentation, workflow improvements, and service quality.

Equipment Coordination

• Maintain records, registers, and inventory databases for medical, office, and operational equipment.
• Track equipment allocation, movement, transfers, returns, condition, availability, and location.
• Coordinate delivery, installation, setup, preventive maintenance, servicing, repairs, and corrective maintenance.
• Track warranties, service agreements, inspections, certification dates, spare parts, and supplies.
• Report damaged or missing equipment and coordinate replacement, disposal, verification, and reconciliation.

General Administration

• Perform data entry and document processing and maintain electronic and physical filing systems.
• Prepare spreadsheets, reports, correspondence, and presentations and track tasks, requests, and deadlines.
• Coordinate with Finance, HR, Procurement, Operations, and Customer Service teams.
• Support audits, documentation reviews, process improvement, workflow standardization, and remote team coordination.
• Maintain confidentiality and provide timely updates while performing other assigned administrative duties.

Requirements

• Diploma or bachelor’s degree in healthcare administration, insurance, business administration, operations, supply chain, or a related field.
• One to two or more years of relevant experience is preferred.
• Basic understanding of insurance policy administration and documentation.
• Familiarity with clinic or healthcare operational processes is advantageous.
• Understanding of inventory and equipment tracking procedures is preferred.
• Strong organization, attention to detail, communication, customer service, follow-up, problem-solving, and deadline-management abilities.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Ability to handle confidential information and work independently and collaboratively in a fully remote environment.
• UAE or GCC healthcare or insurance experience is advantageous but not required.
• Relevant certifications are welcome but not mandatory.