Full-Time Administrative Assistant/Office Manager

Job Description:

Administrative Assistant duties and responsibilities include providing administrative support to executives and also ensuring efficient operation of the office. Supports employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the healthcare concepts, practices, and procedures.

Ability to effectively communicate in person, via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality, professionalism, and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity, latitude, and self-initiative is expected. Work closely with the medical billing department for client information/insurance accuracy.

The administrative assistant position has the possibility of merging into an office managerial position. 


Job Responsibilities:

  • Provides administrative support to executives, therapists, staff, and ensures efficient operation of the office.

  • Answers phone calls, schedules meetings, and supports visitors.

  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

  • Scheduling and assigning administrative projects and expediting work results.

  • Exhibits polite and professional communication in person, via phone, e-mail, and mail.

  • Supports the team by performing tasks related to organization and strong communication.

  • Provides information by asking and answering questions and requests internally and externally.

  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.

  • ​Collect intake information

  • Request MD referrals from medical professional offices when needed

  • Send out welcome packets 

  • Relay information to team, including therapists and billing specialists

  • Schedule evaluations and therapy sessions

  • Verify health insurance and explain benefits to clients

  • Track and manage expiring referrals

  • Retrieve mail and distribute to office 

  • Run occasional errands

  • Assist billing department with various tasks, such as mailing statements

  • Take client payments

  • Open/Close office at the end of business day

  • Take notes on day-to-day interactions and phone calls as necessary

  • Monitor lobby and greet all incoming clients and visitors with positivity and professionalism

  • Communicate with other professional offices when necessary


  • Verbal and written communication/reporting skills

  • Administrative writing skills

  • Microsoft Office knowledge/Ability to learn electronic health record/scheduling system

  • Managing Processes

  • Excellent organizational skills to promote efficiency

  • Professionalism

  • Problem solving skills

  • Supply management/Inventory control


Preferred Qualifications and Experience:

  • 3-5+  years of administrative assistant/office management experience

  • College degree

  • Medical billing experience


Dependent on experience and qualifications


  • Competitive salary

  • Retirement plan

  • Health Insurance

  • Disability Insurance 

  • Vacation leave

  • Sick leave

  • Paid holidays

  • Year-end bonus

  • Annual raises

Why choose to be part of the On Spot Therapy team?

  • Generous amount of paid time off (sick, vacation, holidays)

  • Be part of a team that gives back to the community (i.e. blood drives, donation drives)

  • Weekly team meetings to share ideas and offer/receive support from one another

  • We are working to build a work family that is positive, social, helpful to one another, willing to grow personally and professionally, and enjoys potlucks and making work fun!                            



Please email resume, professional references, and cover letter with desired salary to tessa@onspottherapies.com