Administrative Assistant (Healthcare Software | In‑Office)

CostFlex Systems is a healthcare software company that helps healthcare organizations make smarter, data‑driven decisions. We’re looking for a reliable, detail‑oriented Administrative Assistant who takes pride in their work and brings a high level of professionalism, discretion, and ownership to everything they do.

This is not an entry‑level clerical role. The right person will be comfortable managing structured processes, following through independently, and keeping multiple priorities moving in a fast‑paced office setting.

This is a full‑time, fully in‑office position based in Mobile, Alabama.

Core Responsibilities

In this role, you’ll support day‑to‑day company operations and be trusted with responsibilities that matter, including:

• Serving as the first point of contact for phone calls and emails
• Handling incoming communications accurately, promptly, and professionally
• Keeping records, databases, and company materials organized and up to date
• Preparing and distributing weekly meeting agendas with little oversight
• Assisting with sales documentation and internal agreements
• Updating CRM systems and helping maintain accurate marketing data
• Ordering and tracking office supplies before needs arise
• Managing multiple priorities without losing attention to detail

This role requires consistency, organization, and accountability.

Required Experience & Qualifications

To be considered, applicants must have:

• At least 3 years of experience in an administrative or office support role
• A proven ability to manage multiple tasks with minimal supervision
• Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
• Excellent written communication skills, including grammar and professionalism
• A track record of reliability, punctuality, and follow‑through
• The ability to work on‑site in Mobile, AL, Monday through Friday from 8:00 a.m. to 5:00 p.m.

Preferred (but not required):

• An associate’s degree or higher
• Experience working with CRM systems or structured databases
• Previous support experience in sales, marketing, or operations

Who This Role Is (and Is Not) For

This role may be a great fit if you:

• Take pride in being organized and getting the details right
• Follow established processes and notice when something’s off
• Prefer a structured, professional office environment
• Value stability, clarity, and clear expectations

This role is likely not a fit if you:

• Prefer non in-person work
• Dislike routine administrative responsibilities
• Struggle with deadlines or details
• Need constant direction to complete tasks

Compensation & Benefits

• $18–$20/hour based on experience
• 100% employer‑paid medical and dental insurance (no payroll deductions, with family coverage included)
• 10 days PTO annually (increases with tenure)
• 9 paid company holidays
• 401(k) with 4% company match
• Quarterly profit‑sharing program

Application Instructions

Please apply with:

• Your resume
• Responses to the required screening questions

Incomplete applications may not be reviewed.

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Application Question(s):

• This question is used to understand your personal experience. Responses that appear generated or overly generic may be screened out.

Please describe the administrative tasks you personally handled in your most recent role.

• This question is used to understand your personal experience. Responses that appear generated or overly generic may be screened out.

Describe a time you caught an error before it became a problem.

• This question is used to understand your personal experience. Responses that appear generated or overly generic may be screened out.

How do you stay organized when handling multiple priorities?

Experience:

• administrative or office support role: 3 years (Required)
• Microsoft Word, Excel, PowerPoint and Outlook (used daily): 3 years (Required)

Work Location: In person