Administrative Assistant (Remote)

Administrative Assistant (Remote)

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide operational and administrative support to our healthcare consulting team. This role is responsible for coordinating client communications, maintaining records, supporting consultants with audits, managing website updates, processing reports, and assisting with billing and invoicing activities. The ideal candidate is proactive, organized, and comfortable managing multiple priorities in a fast-paced remote environment. Experience in healthcare administration, medical records, revenue cycle, or consulting support is highly preferred.

Key Responsibilities

Administrative Support

• Provide daily administrative support to consultants and internal staff.
• Coordinate communications with clients and respond to inquiries professionally and promptly.
• Maintain organized electronic files, records, and documentation.
• Assist with additional administrative projects as assigned.

Client Support & Website Administration

• Set up new client accounts on the McManis Chargemaster website.
• Assist clients with password setup, secure website access, and ongoing technical support.
• Educate clients on website functionality and available resources.
• Upload updated coding worksheets, revisions, and supporting documentation.
• Assist with annual coding updates and website maintenance.

Audit & Report Coordination

• Obtain raw client data and reports through secure VPN access.
• Prepare and organize documentation for consultant audits.
• Pull medical records and supporting documentation for consultants and subcontractors.
• Generate reports for consultant review and make revisions as directed.
• Maintain organized audit files and documentation.

Coding Worksheet Administration

• Coordinate annual coding worksheet updates with clients.
• Collect and organize client coding requests and revisions.
• Perform quality assurance (QA) reviews on completed coding worksheets.
• Update worksheet headers, footers, and formatting.
• Upload finalized coding worksheets to the client portal.
• Maintain tracking logs for coding updates and transaction codes.

Transaction Code Management

• Enter and maintain transaction codes through secure systems.
• Ensure transaction codes are entered accurately and formatted correctly.
• Assist with transaction code revisions and updates.

Billing & Invoicing

• Prepare monthly client invoices for services rendered.
• Process subcontractor invoices for payment.
• Maintain Excel spreadsheets tracking client charges, payments, and estimated billable services.
• Ensure billing records remain accurate and up to date.

Required Qualifications

• Minimum 3 years of administrative experience or equivalent combination of education and experience.
• Strong organizational skills with the ability to prioritize multiple projects and meet deadlines.
• Excellent verbal and written communication skills.
• Ability to work independently while collaborating effectively with a remote team.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Experience working in a fast-paced, deadline-driven environment.
• Strong attention to detail and commitment to accuracy.

Preferred Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred (or equivalent experience).
• Minimum 2 years of healthcare administrative experience preferred.
• Experience supporting medical consulting, healthcare operations, revenue cycle, coding, or auditing functions.
• Experience working with Indian Health Services (IHS), Tribal Hospitals, or Tribal Clinics is a plus.
• Experience maintaining secure client portals or web-based applications is preferred.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills.
• Strong problem-solving abilities.
• Excellent customer service skills.
• High level of professionalism and confidentiality.
• Strong attention to detail.
• Ability to learn new software and processes quickly.
• Self-motivation and accountability while working remotely.

Work Environment

• Fully remote position.
• Standard business hours (may vary based on business needs).
• Prolonged periods of sitting while working at a computer.
• Frequent use of telephone, email, and virtual meeting platforms.

Why Join Our Team?

At McManis & Monsalve Associates, you'll be part of a growing team dedicated to delivering meaningful solutions to healthcare organizations and federal agencies. We offer a collaborative, remote work environment where your contributions are valued, your professional growth is encouraged, and your work makes a real impact. If you're looking for a rewarding career with opportunities to learn, grow, and support important client missions, we'd love to have you on our team.