Remote Operations Coordinator

Join Nascency as a Remote Operations Coordinator, where you will play a critical role in supporting the operational and financial aspects of gestational surrogacy journeys for intended parents and gestational carriers. You will manage escrow and financial administration, insurance coordination, travel booking, and logistics across multiple cases, ensuring precision and clarity while freeing up senior team members to focus on relationship and case management. This fully remote position requires strong organizational skills, operational experience, and the ability to work asynchronously with a US-based team while maintaining regular overlap with US Pacific business hours. You will serve as a vital point of contact for vendors, clinics, and internal team members, handling routine administrative workflows such as invoice processing, monitoring escrow accounts, and coordinating travel logistics. As this role involves careful management of sensitive financial and insurance information, discretion and professionalism are paramount. While this role supports many operational areas, it does not involve case-management responsibilities or making clinical judgments. Instead, you will ensure smooth and efficient administrative processes, building and maintaining directory resources, and triaging calls to ensure urgent matters are promptly escalated. This coordinator position offers an opportunity to work closely with a dedicated team in a mission-driven environment focused on creating complete families through surrogacy.
Responsibilities
Manage escrow and financial administration tasks including triage of disbursements, deposits, and ledger notifications to ensure accurate allocation and timely processing.

Process routine approvals and reimbursements following established guidelines, and conduct manual calculations for lost-wage reimbursements.

Follow up on pending payments and resolve portal access or login issues for intended parents and gestational carriers.

Conduct card activity audits to identify irregularities and escalate potential fraud without adjudication.

Coordinate insurance activities by managing introductions and applications for surrogacy-related insurance plans, track claim inquiries, and confirm invoice accuracy.

Execute travel bookings, including flights and hotels for gestational carriers, and manage authorization paperwork and itinerary development.

Monitor and coordinate local monitoring clinic sourcing to facilitate cycle monitoring visits away from primary clinics, maintaining a regional clinic directory.

Proactively collect and attach detailed invoices from clinics and labs to relevant escrow records to ensure accurate financial tracking.

Serve as the first line of triage for non-crisis vendor and clinic calls relating to escrow, medications, and technical issuesrouting urgent matters promptly to senior staff.

Maintain timely and accurate records of daily activities and operational workflows, ensuring seamless handoff and clarity across team members.

Support asynchronous, remote work practices with a strong focus on reliability, clear communication, and flexibility within the context of US Pacific time zone working hours.

Uphold confidentiality and apply best practices for handling sensitive financial and insurance information compliant with privacy standards.

Contribute to enhancing operational processes by identifying inefficiencies and creating repeatable workflows to reduce ad hoc administrative tasks.

Collaborate closely with the Journey Success Manager, IP Journey Advocate, and Case Manager to streamline operational work and improve overall service delivery.

Utilize CRM and escrow/trust platforms effectively, adapting quickly to new tools and technologies to maintain operational excellence.