Admin Assistant

Discover your 100% YOU with MicroSourcing!

Position: Admin Assistant
Location: Harton Corporate, Paranaque, Metro Manila
Work setup & shift: Dayshift | WFH/REMOTE

Why join MicroSourcing

Youu0027ll have:

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role:

As a [Position/Role], you will:

• Job Responsibilities for PA/Admin Team
  
  1. Client Management
     Maintain accurate and up-to-date client records in CRM platforms (e.g., Zanda, Xero).
     Add new clients and update existing client profiles.
     Handle client onboarding processes, including billing setup and initial communication.
     Manage client preferences and ensure accurate documentation for service delivery.
  2. Billing and Financial Administration
     Process client billing, including generating invoices and remittances.
     Read, interpret, and resolve invoice discrepancies.
     Calculate service allocations based on budgeted amounts and ensure accurate cost distribution.
  3. Communication Management
     Manage and respond to text messages, emails, and other communication channels promptly and professionally.
     Maintain clear communication with clients and mobile practitioners regarding appointments, updates, and changes.
     Manage phone calls and booking of appointments.
  4. Calendar and Scheduling
     Design and manage practitioner schedules, optimizing for efficiency while considering client locations and preferences.
     Resolve calendar conflicts and ensure seamless scheduling for up to 12 clients in a day.
     Adjust schedules dynamically based on new client preferences or unforeseen changes.
  5. Reporting and Documentation
     Prepare monthly and ad hoc reports, ensuring speed and accuracy in typing and information processing.
     Ensure reports are well-structured, comprehensive, and easy to read.
     Maintain confidentiality and accuracy in all written communications.
  6. Promotional Material Creation
     Design basic promotional flyers and materials for the company as needed.
     Ensure that designs align with the company's branding guidelines and are visually appealing.
  7. Process Improvement
     Proactively suggest and implement improvements to administrative and client management processes.
     Maintain a keen eye for detail and accuracy in all administrative duties.
  8. General Administrative Support
     Provide day-to-day administrative support to practitioners and the management team.
     Assist in handling client and stakeholder inquiries, escalating when necessary.
     Ensure seamless coordination between internal teams and external clients.
  9. Problem-Solving and Adaptability
     Quickly adapt to last-minute changes in schedules or client requests.
     Resolve issues related to scheduling, billing, or communication effectively and efficiently.
  10. Technical Proficiency
      Demonstrate proficiency in using CRM systems, scheduling software, and financial tools.
      Stay updated on system updates and ensure team members are well-trained.

What You Need:
Non-negotiables

• 1. Education
  Certificate/Diploma in Business Administration or Healthcare Administration (optional).
  2. Technical Skills
  Proficiency in CRM tools (Zanda, Xero), Microsoft Office, Google Workspace, and scheduling software.
  Basic design skills (e.g., Canva) and strong typing speed (50-60 WPM).
  3. Healthcare Experience
  1-2 years in administrative roles within healthcare or allied health businesses.
  Familiarity with healthcare operations, client billing, scheduling, and practitioner support.
  Experience managing confidential client information in compliance with privacy regulations.
  4. Soft Skills
  Strong organization, communication, problem-solving, and attention to detail.
  Adaptability to handle the dynamic nature of healthcare schedules and client needs.
  5. Certifications (Optional)
  Bookkeeping or accounting certification (e.g., Certificate IV).
  Healthcare experience is essential to effectively navigate the unique requirements of this role.
  6. Healthcare Administration
  At least 1-2 years of experience in an administrative role within a healthcare or allied health business.
  Familiarity with client billing, appointment scheduling, and supporting mobile or community-based practitioners.
  7. Client and Practitioner Support
  Experience managing client communications, resolving inquiries, and maintaining accurate records.
  Proven ability to coordinate schedules for multiple practitioners, optimizing routes and accommodating client preferences.
  8. CRM and Financial Systems
  Hands-on experience with CRM platforms (e.g., Zanda, Xero) for client management and billing.
  Competence in reading invoices, managing remittances, and ensuring financial accuracy.
  9. Report Writing and Documentation
  Experience preparing detailed reports with a focus on accuracy, organization, and professionalism.
  Proven ability to handle confidential client information in compliance with privacy regulations.
  10. Multitasking in Fast-Paced Environments
  Experience working in a dynamic setting where tasks and priorities shift frequently.
  11. Bonus Experience
  Exposure to marketing tasks, such as creating basic promotional materials.
  Previous roles involving interaction with clients in a healthcare, NDIS, or similar community service environment.

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About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our companyu0027s strength lies in our peopleu0027s diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan - itu0027s our commitment. Our way of life. Here, we donu0027t just accept your unique authentic self - we celebrate it, valuing every individualu0027s contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/