Administrative Assistant | Pivotal Movement Experts | Kennewick, Washington
About Pivotal Movement Experts
Pivotal Movement Experts (PME) is a healthcare and performance practice committed to providing individualized, whole-person care across the full continuum of movement and health.
We believe care should not end when pain decreases or a traditional rehabilitation plan is completed. Our continuum connects physical therapy, Performance Plus Therapy, performance training, injury prevention, and long-term clinical upkeep. This approach allows each client to receive services based on their specific needs, goals, lifestyle, and stage of recovery or performance.
Our team works with active adults, athletes, and individuals who want to move better, recover confidently, improve performance, and maintain their health over time. We value integrity, professionalism, empathy, collaboration, and creating an environment where every person feels welcomed and supported.
Role Description
PME is seeking an organized, dependable, and personable Administrative Assistant to support the daily operations of our clinic. This individual will often be the first point of contact for clients and will play an essential role in creating a professional, efficient, and welcoming experience.
The position combines front-office administration, client communication, scheduling, payment support, records management, operational coordination, leadership support, and assistance with outreach and marketing initiatives.
The Administrative Assistant will work closely with PME’s clinicians, coaches, and leadership team to help maintain an organized clinic, support the client care continuum, and ensure that administrative priorities are completed accurately and on time.
Key Responsibilities
Responsibilities include, but are not limited to:
- Welcome clients, manage check-in and checkout, process payments, and coordinate future appointments.
- Manage clinic scheduling, appointment changes, follow-up visits, evaluation reminders, and intake-form completion.
- Monitor and respond to phone calls, voicemails, text messages, emails, and other client communications.
- Clearly explain clinic operations, scheduling expectations, service options, and next steps to prospective and current clients.
- Maintain accurate client records, reports, spreadsheets, contact lists, and administrative documentation.
- Prepare reports and materials for patient-care meetings, leadership meetings, outreach meetings, and other internal discussions.
- Assist with accounts receivable processes, outstanding invoices, payment-plan coordination, packaged-session reconciliation, and payment follow-up.
- Support claims tracking and related documentation when applicable.
- Help communicate appropriate next-step services as clients progress through PME’s care continuum.
- Maintain inventory records, monitor clinic supplies, and coordinate purchasing requests with leadership approval.
- Assist with weekly social media scheduling, website content, outreach campaigns, and community networking initiatives.
- Update campaign trackers, contact lists, lead lists, and outreach documentation.
- Support executive and leadership responsibilities, including calendar coordination, correspondence, meeting preparation, and administrative follow-through.
- Help maintain a clean, organized, and professional clinic environment, including opening and closing responsibilities.
- Protect confidential client and business information and follow all clinic privacy and documentation standards.
- Assist with additional clerical, operational, and administrative responsibilities as clinic needs evolve.
These responsibilities reflect the clinic’s current administrative workflow, including daily front-office operations and weekly priorities related to client management, billing, marketing, inventory, and outreach.
Qualifications
- Strong administrative assistance and clerical skills, including experience managing schedules, records, documentation, correspondence, and office organization.
- Professional phone etiquette and strong verbal and written communication skills when interacting with clients, providers, leadership, vendors, and community partners.
- Experience in executive administrative assistance, office coordination, reception, or a similar role supporting leadership with calendars, meetings, reports, and correspondence.
- Proficiency with office software, including spreadsheets, word-processing platforms, email, shared calendars, and cloud-based documentation.
- Comfort using or learning electronic medical record systems, scheduling platforms, payment-processing systems, and other digital tools.
- Excellent attention to detail and the ability to maintain accurate records while handling multiple responsibilities.
- Strong time-management, organization, and prioritization skills within a dynamic clinical environment.
- Ability to work independently, recognize priorities, follow established processes, and complete tasks without continuous supervision.
- Customer-service mindset with a calm, welcoming, and solutions-focused demeanor.
- Ability to communicate professionally during sensitive conversations involving scheduling, payments, missed appointments, or client concerns.
- Respect for individuals from diverse backgrounds, experiences, identities, and ability levels.
- Sound judgment and discretion when handling confidential health, financial, personnel, and business information.
- Willingness to assist outside of narrowly defined responsibilities when needed to support the clinic and team.
- High school diploma or equivalent required.
- Additional coursework, certification, or experience in healthcare administration, business administration, medical office operations, or office management is beneficial.
- Previous experience in a medical, physical therapy, rehabilitation, fitness, wellness, or performance setting is preferred but not required.
Ideal Candidate
The ideal candidate is proactive, dependable, detail-oriented, and comfortable taking ownership of their responsibilities. They enjoy working with people, can shift between client-facing and behind-the-scenes tasks, and understand that excellent administrative support is a meaningful part of the client-care experience.
They should be able to balance warmth and professionalism while helping PME maintain a high standard of organization, communication, and service.
One More thing...
If you’ve made it this far, congratulations—you may already have the attention to detail we’re looking for. Bonus points if you also noticed any typos.
PME is not your average, run-of-the-mill clinic, and this is not a traditional “sit at the front desk and wait for the phone to ring” position. Yes, you will answer phones, schedule appointments, and help keep the clinic organized. You may also occasionally solve a problem that no one realized existed until approximately five minutes ago.
As a growing small business, we give our team members meaningful autonomy and the opportunity to help shape how the clinic operates. You will be encouraged to improve systems, contribute ideas, support outreach efforts, assist with business development, and directly influence the experience we provide to our clients. Good ideas are welcome here, even when they begin with, “This might sound a little crazy, but…”
This role is best suited for someone who takes initiative, enjoys solving problems, and wants genuine ownership of their work. Sometimes that means following an established process. Sometimes it means improving that process. And sometimes it means figuring out why the printer has suddenly decided it no longer recognizes paper.
As PME continues to grow, we expect this position to grow with us. We are looking for someone who is excited not only to fill a role, but to help build something—and who understands that in a small business, “not my job” is usually followed by everyone looking around the room to see whose job it is.
Starting Pay Range: $20-25/hour *Pay Rate is determined by relevant experience, job-related qualifications, demonstrated administrative and communication skills, and the anticipated scope of responsibilities.
Hourly Expectations: 20-35 hours/wk *Weekly hours may vary based on clinic volume, staffing needs, scheduled appointments, projects, and other business demands.
Pay: $20.00 - $25.00 per hour
Benefits:
- Employee discount
- Flexible schedule
Experience:
- Administrative: 1 year (Preferred)
Ability to Commute:
- Kennewick, WA 99336 (Preferred)
Work Location: In person
