Job Overview

Our client is looking for an individual for a role that goes beyond traditional virtual assistance. This position requires someone who can manage day-to-day operations, ensure tasks are completed accurately and on time, and help the business owner stay organized and focused on strategic work. The ideal candidate is detail-oriented, resourceful, and able to quickly understand business workflows, manage multiple responsibilities, and maintain strong communication and follow-through. Experience in medical billing, healthcare administration, or working with medical practices is highly preferred.

Schedule

• Monday - Friday, Flexible during clien't business hours CA, USA (20 paid hrs per week)

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Responsibilities

Operational Management

• Act as the primary operational support for the business owner, helping manage daily administrative and operational workflows
• Track assigned tasks and ensure timely completion with high accuracy and follow-through
• Monitor ongoing projects and provide regular updates on task progress and priorities
• Identify operational bottlenecks and recommend process improvements and workflow optimizations

Communication & Coordination

• Manage and respond to emails, text messages, instant messages, and phone calls on behalf of the business owner when appropriate
• Coordinate communication with clients, medical practices, physicians, and healthcare organizations
• Ensure clear, professional, and timely communication with stakeholders

Scheduling & Client Coordination

• Schedule appointments, consultations, and meetings with medical practices, doctors, and medical groups
• Maintain an organized calendar and ensure scheduling conflicts are avoided
• Prepare necessary information and documentation prior to meetings

Client Portal & Data Management

• Manage and organize data within client portals and internal systems
• Prepare and organize documentation needed for medical coding and billing workflows
• Maintain accurate and well-structured records across systems

Invoicing & Administrative Finance

• Handle invoicing through the HubFlow client portal system
• Monitor invoices, payments, and client billing records
• Ensure billing data is accurate and properly documented

Systems & Tools Management

• Manage tasks and project tracking through Trello and other workflow tools
• Maintain organized documentation and workflow systems
• Assist with AI tools such as ChatGPT for projects like the medical billing guidebook

Website & Social Media Support

• Provide basic website updates and maintenance
• Assist with social media management and content coordination

Administrative Support

• Perform general administrative tasks and data entry across multiple business functions
• Maintain organized documentation, files, and records
• Support the business owner with additional operational needs as they arise

Requirements

• Proven experience as a Virtual Assistant or Administrative Manager
• Strong organizational skills, accuracy, and attention to detail
• Demonstrated ability to follow through on tasks and manage multiple priorities
• Excellent written and verbal communication skills
• Ability to work independently, stay resourceful, and proactively solve problems
• Experience working with project management tools (Trello preferred)
• Familiarity with client portals, invoicing systems, and administrative workflows
• Strong technical aptitude with ability to learn new software platforms quickly
• Comfortable working Pacific Time Zone hours

Qualifications

• Medical billing, healthcare administration, or medical office experience
• Knowledge of HIPAA compliance (certification preferred or willingness to obtain)
• Experience working with medical practices or healthcare clients
• Familiarity with HubFlo or similar client portal systems
• Experience supporting consultants, coaches, or healthcare businesses

Key Traits for Success in This Role

• Highly detail-oriented and organized
• Strong follow-through and accountability
• Resourceful and solution-oriented
• Able to anticipate needs and take initiative
• Comfortable managing multiple responsibilities in a fast-moving environment

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.