Job Overview
This is a hands-on administrative and records role supporting an established counseling and coaching office. You'll manage document organization, billing, and correspondence, with real input into how our systems evolve. As our lease winds down and we shift away from paper files, this role will transition from an in-office contractor position to a remote one. So, we're looking for someone ready to work independently, not someone who needs an office to stay accountable.
Duties
- Document & records management: data entry plus organizing, scanning, and filing clinical, business, and personal documents (digital and hard copy) for easy access and retrieval.
- Financial & billing support: client billing, insurance claims, and preparing financial/tax documents for our bookkeeper and accountant. Comfort with Click4Time, Adobe, Word, and Excel is a plus.
- Correspondence & scheduling: managing email, voicemail, and calendars across multiple inboxes (Outlook and Teams)
- Confidentiality & privacy: experience handling sensitive/clinical records with strong privacy practices (required)
- Bonus skills: familiarity with AI tools, social media/marketing (LinkedIn, FB, Wix).
Who You Are
You're someone who takes ownership. You don't need to be told what to do twice, and you follow through—tasks don't get dropped or forgotten once something else becomes a priority. When this role shifts to fully remote, you'll thrive with that independence rather than need the structure of an office to stay on track.
You're detail-oriented but not paralyzed by it—you know the difference between careful and slow, and you work with accuracy and pace, backed by confidence in your own experience rather than fear of getting it wrong.
You bring integrity to how you work. If you're behind, stuck, or made a mistake, you say so early, honestly, and without spin. You ask questions when you need to, because you'd rather get it right than guess and hope.
You're comfortable picking up the phone or reaching out to clients and vendors directly—this isn't a behind-the-screen-only role, and you shouldn't shy away from talking to people when it's needed.
And while we have systems in place, we're not precious about them. If you've got ideas on how to make things more accurate, efficient, or streamlined, we want to hear them. This is a role for someone who improves what they touch, not just maintains it. We value proactive individuals who thrive on building strong team connections.
Pay: $25.00-$28.00 per hour
Benefits:
Work Location: In person
