Wellness Administration Coordinator

Overview

Essential Duties and Responsibilities**

• Manage and coordinate all medical appointments for the Executive family, including annual health screenings, specialist consultations, diagnostic testing, and follow-up care.
• Track referrals, treatment plans, and specialist recommendations.
• Obtain, organize, and maintain medical records, reports, and test results.
• Prepare concise medical summaries to support informed healthcare decisions.
• Coordinate wellness programs, including supplement protocols, prescription renewals, and appointments with nutritionists, therapists, and health coaches.
• Maintain wellness calendars and monitor key health milestones, treatments, and upcoming assessments.
• Arrange healthcare services and priority medical appointments while travelling.
• Coordinate medical transportation and support services when required.
• Manage relationships with international concierge medicine and healthcare providers.
• Ensure continuity of care during Executive family travel and overseas stays.
• Develop and maintain a secure, centralized medical records system.
• Organize laboratory results, imaging reports, prescriptions, and treatment plans.
• Maintain comprehensive Executive family health timelines and ensure the highest standards of confidentiality and data security.
• Manage insurance processes, including pre-authorizations, claims submissions, direct billing arrangements, and reimbursement tracking.
• Review medical invoices for accuracy and liaise with healthcare providers and insurers to resolve billing issues.
• Maintain accurate records of claims, approvals, payments, and related financial documentation.

Requirements

• Medical Admin background
• Exceptional discretion and confidentiality
• Medical terminology knowledge
• Experience coordinating specialists and hospitals
• Strong project management skills
• Excellent written communication

Benefits

• Monthly “Self Love Days” – at company discretion
• Premium Medical/Dental/Vision coverage for employee plus dependents
• Monthly coaching sessions with our in-house Success Coach
• Employee discounts on all Huda Beauty products
• Quarterly product gifting
• *Huda Beauty is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination.
• We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status.
• If you need reasonable accommodations at any point in the application or interview process, please let us know.*