Job Description
We’re looking for an organized, proactive Administrative Assistant to support our daily operations, staff coordination, and client communication. If you're a multitasker who thrives in a supportive, client-centered environment, we’d love to hear from you!
Full job description
Responsibilities
- Greet and assist visitors in a friendly and professional manner.
- Manage multi-line phone systems, directing calls and taking messages as needed.
- Perform data entry and maintain accurate filing systems.
- Utilize Microsoft Office, QuickBooks, Excel, Canva for administrative tasks, marketing and accounting support.
- Provide exceptional customer service and support to clients and staff.
Office Operations
- Open and close the office daily, ensuring safety and functionality.
- Maintain a clean, organized workspace.
- Manage and order office supplies.
- Contact and schedule new client requests.
- Capture media content (with consent) for clinic social media platforms.
HR & Staff Management
- Recruit, interview, onboard, and schedule training for new hires.
- Conduct and track client/clinician retention rates.
- Enter insurance accounts receivable.
- Manage payroll biweekly and maintain accurate supervision/attendance records.
- Coordinate staff schedules.
- Create and maintain an efficient filing system.
Client & Billing Support
- Verify insurance eligibility and benefits.
- Prepare and send client invoices.
- Onboard new clients, guiding them through paperwork and orientation.
Requirements:
- Prior administrative experience (preferably in healthcare or mental health setting).
- Excellent organizational and multitasking skills.
- Strong interpersonal and communication skills.
- Familiarity with scheduling software, QuickBooks, Excel, Canva and payroll systems.
- Ability to maintain confidentiality and professionalism.
- Willingness to perform light cleaning and uphold a tidy office environment.
Job Type: Part-time to Full-time
Pay: $17.00 - $25.00 per hour
Expected hours: 30 per week (Open to discuss)
Schedule:
- 9 hours shift
- Monday to Thursday
- Additional hours may be available Friday/Saturday
Job Tags
Hourly pay, Full time, Part time, Shift work, Saturday,