Medical Office Assistant

Job Overview

We are seeking a proactive and organized Medical Assistant / Office Manager to oversee office operations, manage client interactions, and ensure seamless coordination of supplies and logistics. This role is ideal for someone who thrives in a fast-paced environment and enjoys both administrative and hands-on responsibilities.

Key Responsibilities

• Schedule, confirm, and manage client bookings.
• Send out thank-you cards, promotional materials, and appointment reminders.
• Address client inquiries and concerns in a professional and timely manner.
• Receive, organize, and distribute medical supplies efficiently.
• Maintain accurate inventory records and notify management of restocking needs.
• Coordinate with laboratories for mailing test samples and handling results.
• Ensure the office is clean, organized, and fully stocked with necessary supplies.
• Assist with filing, record-keeping, and maintaining compliance with medical regulations.
• Attend wellness events, trade shows, and networking functions to represent the clinic.
• Transport supplies and assist with event setup and breakdown as needed.
• Engage with potential clients at events and provide information about services.
• Assist with marketing initiatives, including social media engagement and content distribution.
• Perform additional tasks and responsibilities as assigned by management.

Qualifications:

• Strong ability to operate both Mac and Windows systems efficiently.
• Proficient in Word, Excel, PowerPoint, and Outlook.
• Skilled in using Google Docs, Sheets, Slides, Calendar, and Drive for collaborative work.
• Experience with various customer relationship management (CRM) and electronic medical record (EMR) platforms (e.g., Go High Level, JaneApp, or similar).
• Ability to quickly learn and adapt to new platforms and tools as needed.
• Familiarity with tools like Slack, Zoom, and other remote communication software.
• Accurate and efficient in managing digital records and data.
• Ability to provision software and hardware, manage user accounts, and assist with basic IT support.
• Prior experience as a Medical Assistant, Office Manager, or similar role in a medical setting
• Strong organizational and multitasking skills
• Excellent customer service and communication abilities
• Proficiency in handling administrative tasks and scheduling software
• Must have a valid driver’s license
• Must be able to work on-site