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

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.