Administrative Assistant

This is a remote position.

Virtual Rockstar is looking for a motivated and organized Administrative Assistant to support our client's growing health and wellness team. As a full-time Administrative Assistant, you will play a critical role in ensuring smooth daily operations within the client services team. This remote role will involve scheduling, billing, client follow-ups, and various administrative tasks. Your contributions will help our client's team deliver high-quality care to their clients while maintaining excellent service standards. This is a third shift/ opportunity. We can only interview candidates who are accustomed to working overnight hours.

About Our Client
This is a wellness company committed to helping individuals achieve optimal health and longevity. With over 5 years of experience, our team specializes in reducing inflammation, improving gastrointestinal health, supporting better sleep, promoting weight loss, and enhancing metabolic health. We offer both online and in-person services to help our clients live their healthiest lives.

Responsibilities:

• Client Scheduling & Management:

• Schedule client appointments and manage appointments calendar.

• Confirm client appointments and coordinate telehealth sessions.
• Handle client inquiries via phone and email, providing professional and timely responses.

• Follow up with clients post-session to ensure satisfaction and provide additional support as needed.

• Billing & Payments:

• Process billing, including posting payments to client accounts and resolving billing discrepancies.

• Generate and send invoices to clients.
• Handle nutrition orders for clients and coordinate payment processing through systems such as Sensa Pay.

• Create and generate billing reports for management.

• Client Retention & Communication:

• Conduct client retention follow-ups to ensure continued engagement.

• Maintain client records and update patient information in electronic medical records.
• Respond to inquiries and manage email correspondence in a timely manner.

• Send exercise and treatment plans to clients as needed.

• Social Media & Online Presence:

• Assist with basic social media post scheduling on platforms such as Instagram and Facebook.

• Help manage online presence to drive engagement and promote services.

• General Administrative Support:

• Perform basic data entry and assist in generating reports.

• Maintain client privacy and confidentiality at all times.
• Greet virtual clients and guide them through the process when needed.
• Prepare documents and assist with administrative tasks to ensure the seamless operation of the office.

Requirements

• Experience in an administrative support role, preferably within the health and wellness industry.
• Strong organizational and time-management skills with the ability to manage multiple tasks and priorities.
• Capacity to be intuitive and preemptively complete support tasks. We are looking for someone who can take on a role and have it really be second nature.

• Familiarity with the following tools is a plus, but not required:

• Wave Accounting

• Sensa Pay Credit Card Processor
• G Suite (Google Docs, Sheets, Gmail)

• Social media platforms (Instagram, Facebook)

• Excellent verbal and written communication skills.

• Ability to work independently, troubleshoot issues, and solve problems proactively.
• Comfortable with handling confidential patient information.
• Tech-savvy with the ability to learn new systems quickly.

Benefits

• Competitive salary commensurate with experience.
• Opportunities for professional development and growth.
• Work in a dynamic and supportive team environment.
• Make a meaningful impact by helping to build and strengthen families in the Philippines.
• Paid holidays off.
• End-of-year bonus based off performance.