Administrative Assistant - Virtual Assistant

Job Description

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.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.