VIP Scheduler/Client Care and Support

5 months ago

Santa Monica, United States LifeSpan medicine Full time

This is an amazing opportunity to join our exclusive facility. We need a like-minded and customer service oriented individual who is committed to upholding the high standards we provide for all our clients.


This is a full time position for an experienced, detailed Executive Assistant and Scheduler.


We're looking for a professional with a positive attitude. Common sense, initiative and a willingness to take action are necessary in order to complete the tasks and duties for our office. You will work with a wide variety of clientele -- the ideal candidate will be comfortable multi-tasking, have good communication skills, strong interpersonal skills and contribute a helpful and positive attitude to our work environment. Strong work ethic and a high regard for patient confidentiality are a must.


You must be highly accountable, organized, have great follow up, attention to detail, productivity, organization and communication. This role involves heavy physician management.


DUTIES:


  • Heavy calendaring, scheduling and confirmations
  • Answer questions and follow up
  • Manage client calls: Answer and triage phone calls, answer questions, follow up on requests, resolve problems/ issues
  • Collect records, documents and other information for clients
  • Inventory management and organization
  • Answering client/team member questions and following up on requests
  • Reporting, reconciliations and projects based on operational needs
  • Creation and maintenance of spreadsheets, forms and checklists for personal use
  • Licensing, compliance and regulatory coordination
  • Point of Liaison between team, client and outside facility and clients
  • Manage all work, tasks for department and clients


QUALIFICATIONS:


  • Bachelor’s degree preferred, but will consider Associate or other schooling equivalent experience.
  • Minimum of 2 years administrative office experience
  • Minimum of 2 years management experience of 2 + staff preferred
  • PM&R/Ortho/Pain experience preferred but not required
  • Professionalism and maturity in speech and demeanor is required
  • Highly organized with a dedication to follow through and an ability to proactively anticipate needs
  • Ability to successfully manage difficult personalities and situations with ease, positivity, and grace
  • Demonstrated written and oral communication skills and excellent interpersonal skills
  • Excellent computer and typing skills
  • Must be a team player and also capable of working independently
  • Ability to thrive in a fast-paced, detail-oriented, high-expectations environment
  • Available to work as needed based on our client's schedule.
  • Must be reliable and punctual with own transportation.
  • Strict confidentiality and discretion

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