Administrative Assistant

*When you submit your resume, please make sure it is uploaded in English. Position Overview We are seeking a proactive and detail-oriented Administrative Assistant to support daily operations and provide outstanding client service. The ideal candidate will serve as the first point of contact for clients, handle administrative and scheduling tasks, and ensure smooth coordination between clients and our medical professionals. Key ResponsibilitiesServe as the primary point of contact for client inquiries via phone, text, email, and social media messages. Manage appointment scheduling, confirmations, and calendar updates for providers. Handle administrative tasks such as data entry, record keeping, and client file management. Follow up with clients after appointments to ensure satisfaction and gather feedback. Assist with billing, payments, and invoicing as needed. Coordinate communication between clients and team members to ensure timely responses and seamless service. Maintain confidentiality of all clients and company information in compliance with HIPAA and company policies. Support marketing and client engagement initiatives, including email reminders, event coordination, and client retention efforts. Perform other administrative duties as assigned to support business operations. QualificationsMinimum 2 years of experience as an administrative assistant, receptionist, or customer service representative (preferably in healthcare, aesthetics, or wellness). Excellent verbal and written communication skills in English; bilingual (English/Spanish) is a plus. Strong organizational and multitasking abilities with attention to detail. Proficiency with scheduling tools (e.g., Google Calendar, Acuity, Vagaro, or similar). Comfortable using CRM systems, spreadsheets, and office software (Google Workspace or Microsoft Office). Professional phone etiquette and a friendly, polished demeanor. Reliable internet connection and a quiet, professional remote workspace. Key AttributesPersonable, patient, and client-focused Highly organized with strong follow-through Proactive problem solver with excellent time management Dependable, trustworthy, and professional in all communications Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member. No Third Party Agencies or Submissions Will Be Accepted. Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein. Apply To This Job