Position Overview:
We are looking for a detail-oriented and highly organized Administrative & HR Assistant to support the day-to-day administrative operations and human resources functions of our growing medical practice. This position plays a key role in managing office workflows, assisting with employee relations, and supporting payroll processing. The selected staff is expected to play an interface with a growing practice in Florida.
Experience with QuickBooks and payroll systems is required.
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Responsibilities:
Administrative Support:
- Greet and assist patients, visitors, and vendors in a professional manner.
- Engage with outsource support and partner’s company to ensure maximum revenue, accountability.
- Answer and route administrative calls, respond to emails, and manage incoming/outgoing correspondence.
- Maintain and organize both digital and paper records
- Coordinate appointments, meetings, and staff schedules
- Order and manage inventory for office and clinical supplies
- Assist with vendor coordination and office maintenance needs
Human Resources Support:
- Support the Director in updating the company policy and procedures to improve HR.
- Assist with employee onboarding, orientation, and offboarding processes
- Maintain accurate and up-to-date employee records and personnel files
- Track attendance, vacation, and sick time.
- Help ensure compliance with labor laws, internal policies, and HIPAA regulations
- Support staff communications regarding HR policies and benefits
Payroll & Financial Support:
- Prepare and process bi-weekly payroll in collaboration with HR/Finance
- Enter and track payroll-related data, hours, and deductions accurately
- Manage employee timesheets and resolve discrepancies
- Utilize QuickBooks and/or Excel spreadsheet to enter financial transactions, track expenses, and generate reports
- Assist with basic bookkeeping and month-end reconciliation tasks
- Support annual audits and tax filings by maintaining organized financial records
Qualifications:
- Associate’s or Bachelor’s degree is required.
- 2+ years of experience in an administrative or HR support role, preferably in a healthcare setting.
- Proficiency in QuickBooks (required)
- Experience processing payroll (e.g., using Gusto, ADP, Paychex, or similar platforms)
- Strong Microsoft Office skills (Excel, Word, Outlook)
- Excellent organizational and time-management abilities
- High level of discretion and professionalism when handling confidential information
- Strong communication and interpersonal skills
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Work Environment:
- Professional medical office setting
- Requires regular interaction with staff, patients, and vendors
- Occasional extended hours during payroll or reporting periods may be required
