Medical Administrative Assistant - QuickBooks & Billing Support

Job Title: Medical Administrative Assistant – QuickBooks & Billing Support

Position Type: Part-time (20 hours/week)

Work Hours: 9:00 AM – 1:00 PM CDT

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: JP-Q

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

We are looking for a detail-oriented and reliable Medical Administrative Assistant to support a growing consulting business with bookkeeping, invoicing, and administrative tasks.

This role is ideal for someone with strong QuickBooks experience, Excel skills, and billing knowledge, who can help streamline financial processes and ensure accurate tracking of billable hours.

The goal is to help the business owner save time, stay organized, and ensure accurate and timely client billing.

Core Responsibilities

1. QuickBooks Management (Primary Priority)

• Maintain and update financial records in QuickBooks
• Perform data entry and transaction categorization
• Ensure accurate and organized bookkeeping
• Support general financial record-keeping

2. Invoice Generation & Billing

• Create and send professional invoices to clients
• Manage billing for both flat-fee and hourly-based services
• Ensure invoices are accurate and sent on time

3. Billable Hour Tracking

• Track and log billable hours accurately
• Maintain organized records of time worked
• Ensure all billable work is captured for proper client billing

Additional Responsibilities

• Support general administrative tasks as needed
• Maintain spreadsheets and reports using Excel
• Assist with organizing financial and client records
• Coordinate tasks based on business needs and travel schedule

Systems & Tools Used

• QuickBooks (Required)
• Microsoft Excel / Google Sheets
• General administrative tools
• ECW (nice to have, but not required)

Experience Requirements

• Previous experience as a Virtual Assistant or Administrative Assistant preferred
• Strong experience with QuickBooks (required)
• Experience with invoice creation and billing workflows required
• Healthcare background preferred but not required
• HIPAA Certification required

Required Skills

QuickBooks Expertise (Non-Negotiable)

• Experience with data entry, categorization, and financial tracking

Billing & Invoicing Experience

• Experience managing multiple billing models (flat fee + hourly)
• Strong attention to detail in financial documentation

Excel Proficiency

• Comfortable managing spreadsheets and tracking data

Organization & Accuracy

• Strong attention to detail
• Ability to manage multiple financial and admin tasks

Independent Work Style

• Able to work without constant supervision'

Deal Breakers

• No QuickBooks experience
• No HIPAA certification
• Inability to work during required hours or adjust to travel sched
• Poor attention to detail in financial or billing tasks

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.