Administrative Assistant

As the first point of contact for our clients, the Administrative Assistant plays a vital role in setting the tone for the client experience at The Wellness Retreat. This position requires someone who is warm, professional, and detail-oriented, and able to manage a wide variety of responsibilities with calm efficiency. The right candidate understands the unique demands of a wellness and mental health environment and approaches every interaction with discretion, empathy, and care.

KEY RESPONSIBILITIES

Serve as the primary point of contact for clients via phone, email, and in person providing a welcoming, professional first impression at every touchpoint
Schedule, confirm, and manage client appointments across multiple providers including therapists, dieticians, and fitness coaches
Perform insurance verification, eligibility checks, and benefits coordination for new and existing clients
Manage client records and daily scheduling operations using SimplePractice EHR software
Maintain accurate and confidential client records in full compliance with HIPAA and practice protocols
Manage front-office operations including correspondence, document management, and supply coordination
Support providers across all service lines with administrative needs to ensure smooth daily operations
Handle multi-line phone systems, manage voicemails, and respond to client inquiries in a timely and professional manner
Assist with billing-related administrative tasks and follow up on outstanding items as needed
WHAT WERE LOOKING FOR

Highly organized able to manage competing priorities, track multiple tasks simultaneously, and follow through with accuracy and consistency
Excellent written and verbal communication professional, clear, and warm in all forms of correspondence and client-facing interaction
Insurance verification experience working knowledge of insurance eligibility, authorization processes, and benefits coordination is required
Mental health, wellness, or related industry experience prior experience in a mental health, behavioral health, nutrition, fitness, or similar setting is strongly preferred
SimplePractice proficiency experience with SimplePractice EHR is a strong plus; willingness to learn is required
Strong multitasking ability comfortable managing a busy, multi-provider front office environment while maintaining composure and attention to detail
Exceptional customer service genuinely people-oriented, with the ability to support clients with patience, empathy, and professionalism
Discretion and confidentiality understands and respects the sensitive nature of a wellness and mental health practice environment
Tech proficiency comfortable with SimplePractice, Microsoft Office / Google Workspace, and general office technology
COMPENSATION

This position offers a pay range of $12.00 $15.00 per hour, commensurate with experience.