Administrative Assistant

Position Summary

We are seeking a highly organized and motivated Administrative Assistant to support the daily operations of our growing mobile phlebotomy company. The ideal candidate is a self-starter who thrives in a fast-paced environment, works well under pressure, and demonstrates exceptional customer service and communication skills. This role is essential in coordinating patient appointments, supporting field staff, maintaining accurate records, and ensuring efficient office operations.

Key Responsibilities

• Schedule and coordinate mobile phlebotomy appointments.
• Answer incoming phone calls, emails, and text messages in a professional and timely manner.
• Communicate with patients, healthcare providers, laboratories, and phlebotomists regarding scheduling and service needs.
• Maintain and update patient records, spreadsheets, and company databases.
• Monitor daily schedules and assist with route coordination for mobile staff.
• Prepare reports, invoices, and other administrative documents as needed.
• Ensure accurate data entry and recordkeeping while maintaining confidentiality.
• Assist with insurance, billing, and laboratory documentation when required.
• Provide general administrative support to management and team members.
• Identify and resolve issues proactively while maintaining a positive attitude.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum 1–2 years of administrative or office experience preferred.
• Proficient in Microsoft Excel, Word, Outlook, and other computer applications.
• Strong computer knowledge with the ability to learn new software systems quickly.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize responsibilities effectively.
• Self-starter with the ability to work independently with minimal supervision.
• Proven ability to work well under pressure and meet deadlines.
• Team player with a positive attitude and willingness to support coworkers.
• Experience in healthcare, medical scheduling, or laboratory services is a plus.

Core Competencies

• Dependability and professionalism
• Problem-solving abilities
• Time management
• Customer service excellence
• Adaptability in a fast-paced environment
• Strong teamwork and collaboration skills

Work Environment

This position is primarily office-based and requires frequent interaction with healthcare providers, laboratory personnel, and mobile phlebotomy staff. The successful candidate must be comfortable managing multiple priorities while maintaining accuracy and professionalism.

Pay: $19.00 - $20.00 per hour

Benefits:

• Paid time off

Work Location: In person