Practice Assistant / Coordinator (Job ID: SARBEN1)

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH JOB TITLE Practice Assistant / Coordinator JOB ID SARBEN1 INDUSTRY Medical LOCATION LATAM (beneficial) / South Africa / PH JOB STATUS Full Time WORK SCHEDULE Monday to Friday, 8am to 5pm (PST) Flexible SALARY $7 - $9 per hour TARGET START DATE ASAP ROLE OVERVIEW About the Client: The client is a growing private Doula practice based in Southern California that supports new mothers through pregnancy, birth, and early parenting. Because the founder is a hands-on practitioner who is frequently in client meetings and away from her desk, the practice requires a reliable, highly organized Virtual Assistant to manage backend operations and keep the business running smoothly. About the Role: We are seeking an organized administrative anchor to serve as the founder's "right-hand person." Please note the priority structure of this role: The immediate, primary focus of this position is purely backend management, organization, and operational support. We are not looking for a "unicorn" who can do everything at once. We want someone who specializes in creating administrative order. While the role involves phone work, making calls is a secondary phase that will be introduced later, once the practice’s backend systems are fully sorted and organized.

Key Responsibilities

Phase 1: Day-to-Day Admin & Backend Organization (Immediate Priority) Email & Calendar Management: Managing inbound emails, organizing the founder's calendar, and tracking daily tasks to ensure no small details fall through the cracks. File & Document Management: Digital cleanup of messy backlogs. This includes sorting digital documents, renaming files, and accurately matching incoming billing and insurance paperwork to the correct client folders. SOP & Checklist Creation: Listening to how the founder handles specific business workflows (e.g., onboarding a new team member) and typing them up into simple, step-by-step checklists/SOPs so the team can scale in the future. Task Funneling: Aggregating miscellaneous reminders (like handwritten post-it notes) into a centralized, digital tracking system. Phase 2: Inbound/Outbound Calling (Gradual Transition) Insurance Navigation: Calling US insurance companies during US business hours to check on the status of payment claims and resolve billing issues. Lead Follow-ups: Managing the high volume of phone inquiries by calling new client leads to check their availability and gather initial information. Qualifications & Skills Naturally Organized: You genuinely love making lists, organizing digital folders, and cleaning up chaotic backend backlogs. Medical Admin Experience (Highly Preferred): Prior experience in medical billing, medical claims, or a basic understanding of the US healthcare system is highly advantageous. Communication & Tone: You possess a clear, warm, and friendly English-speaking voice. Because our clientele consists of new and expecting parents, the ability to communicate with patience, kindness, and empathy is vital. Reliable Self-Starter: You do not need to be micromanaged. If you see an administrative process that needs sorting, you take the initiative to get it done. Alignment with the Field: You either know what a doula is or have a strong willingness to learn. While backend focus is key initially, a general comfort level and enthusiasm for a business centered around pregnancy, birth, and babies is important for long-term cultural fit. Bilingual (Bonus): Spanish-speaking ability is a plus but not required. Apply To This Job