Certificate Filing Assistant (Remote)

Meadow is transforming one of the largest, most overlooked industries in America: end-of-life care. We’ve built the largest cremation provider in Los Angeles in under a year, with 5-star reviews, a 90+ NPS, and hundreds of families served each month. Backed by top investors and the founders of Moxie—a high-growth medspa platform that has reached national scale—we’re applying modern technology, unmatched hospitality, and operational excellence to an industry unchanged for 70+ years.

We now serve a meaningful share of each of our markets and have secured significant funding to expand. One of our biggest surprises has been how powerful and inspiring it is to serve families at their time of need.

About The Role

As a Certificate Filing Assistant, you’ll follow up with doctors, medical facilities, and families to make sure death certificates are filed accurately and on time. In this role, you’ll serve as a steady advocate during a sensitive process, gathering essential medical information, coordinating with healthcare providers, and ensuring every detail is handled with care and precision so families can move forward with confidence.

In this role, you’ll own key steps of the filing process — from tracking down cause of death details and securing signatures to making sure every requirement is met according to state regulations. You’ll work closely with our Filing Specialist and broader team to streamline the process, keeping families informed and ensuring nothing falls through the cracks.

This role requires persistence, strong attention to detail, along with the ability to work independently while collaborating with a distributed team. If you’re organized, professional, and motivated to help families during a difficult time, this role offers both challenge and meaning.

Key Responsibilities:

• Gather information by reaching out to doctors and medical staff, often by phone, to collect accurate cause of death details and secure timely signatures with professionalism and patience.
• Verify and document medical information in line with state requirements, maintaining accurate records and keeping families and colleagues updated on progress.
• Track multiple cases at once, identify and resolve bottlenecks, and coordinate with the Filing Specialist to ensure timelines are met and families feel supported.
  
  

Requirements & Qualifications:

• Bring at least 1 year of experience in office administration, deathcare services, or another role involving follow-up and detailed documentation.
• Comfortable making consistent follow-up calls and navigating busy medical offices while maintaining a courteous, professional, and solution-oriented approach.
• Able to manage multiple cases at different stages, meet strict filing deadlines, and keep accurate records.
• Skilled at explaining requirements simply, listening with empathy, and documenting information precisely.
• Quick to learn and use modern tools like Notion, Slack, and Aircall to stay connected and organized.
  
  

Details:

• Remote, full-time
• Tools: HubSpot (CRM), Aircall (phone), Slack, and our case management system
• Shift: Monday-Friday, US Business hours
  
  

Why Join Us

• Fully remote — Work from anywhere
• Time to recharge —10 days of PTO plus US holidays off
• Shape the future of an evolving industry. Help transform how families experience end-of-life services by bringing innovation, transparency, and humanity to a system ready for change.
• Have meaningful impact. Every case you support eases a burden for families at a critical moment.
• Grow with us. Join in the early stages of our expansion across the U.S., opening doors to personal and professional growth.
• Learn from experienced leaders. Work with a founding team that values respect, collaboration, and building a healthy culture alongside a successful business.