Administrative AssistantJob Summary

is seeking a skilled Administrative Assistant to join our growing team. This role plays a critical part in supporting the daily administrative operations of a healthcare practice by serving as a primary point of contact for prospective and existing clients. The ideal candidate is highly organized, customer-focused, detail-oriented, and capable of managing multiple administrative responsibilities while delivering a professional and compassionate client experience.

Key Responsibilities

• Answer incoming calls and respond to client inquiries professionally and efficiently
• Schedule, reschedule, and cancel appointments based on provider availability and practice guidelines
• Assist prospective clients through the intake and onboarding process
• Gather, verify, and maintain accurate client demographic, insurance, referral, and intake information
• Coordinate communication between clients, providers, and administrative team members
• Monitor voicemail, email, and other communication channels to ensure timely follow-up
• Maintain accurate records within electronic systems and scheduling platforms
• Escalate urgent, sensitive, or clinical concerns to the appropriate team members while maintaining confidentiality

Must-Have Skills

• Administrative Support & Office Coordination
• Appointment Scheduling & Calendar Management
• Customer Service & Client Relations
• Healthcare Intake & Documentation Management
• Phone and Email Communication Excellence
• HIPAA Compliance & Confidentiality Practices
• Organization, Multitasking & Time Management
• Problem-Solving & Attention to Detail

Experience & Qualifications

• Minimum 2+ years of administrative, customer service, healthcare support, receptionist, or patient coordination experience
• Experience in healthcare, mental health, behavioral health, counseling, or similar service-based industries preferred
• Experience working with U.S.-based clients, patients, or healthcare teams
• Strong written and verbal English communication skills
• Proficiency in scheduling software, electronic health records (EHR), CRM systems, and Microsoft Office or Google Workspace
• Ability to manage multiple priorities in a fast-paced remote environment
• Strong judgment and ability to appropriately escalate client concerns when necessary

Preferred Qualifications

• Experience supporting behavioral health, psychology, counseling, or therapy practices
• Knowledge of healthcare administrative workflows and client intake processes
• Familiarity with HIPAA regulations and healthcare privacy standards
• Experience with remote administrative support and virtual client services
• Background in high-volume customer service or patient-facing environments
• Experience coordinating communication across multidisciplinary teams
  

Work Arrangement

• Remote Position
• Full-Time
• Amenable to work with shifting hours, primarily aligned with U.S. time zones

Why Join ?

• Competitive salary package
• HMO coverage
• Work-life balance
• Supportive and growth-oriented work environment

Join and become part of a dynamic healthcare support team dedicated to delivering exceptional client experiences. If you are a proactive, dependable professional who enjoys helping people, excels at organization, and thrives in a remote environment, we encourage you to apply and grow your career with us.