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Position Overview
We are seeking an exceptionally polished, professional, and service-oriented Member Relations and Administrative Assistant to join our premier team. In this dual-faceted role, you will serve as the primary face and voice for current and prospective members, delivering a concierge-level experience at every touchpoint. Additionally, you will provide critical organizational and operational support directly to our Practice Director/COO.
If you thrive in a highly personalized environment, value strong member relationships, and possess top-tier administrative skills, we invite you to apply.
Key Responsibilities
Member Relations & Concierge Onboarding
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Serve as the primary liaison for current and prospective members, delivering a high-touch experience.
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Respond efficiently to membership inquiries via email and phone, guiding individuals through the intake and enrollment pipeline.
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Schedule new patient consultations and coordinate office tours and physician introductions.
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Facilitate seamless onboarding: draft membership contracts, gather billing info, coordinate medical record requests, and set up new profiles across CRM, EHR, and accounting platforms.
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Hand-deliver welcome materials and introduce new members to physicians, medical assistants, and support staff.
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Maintain highly accurate, secure member data in internal CRM and EHR systems.
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Conduct proactive quarterly outreach to concierge/platinum members to maintain exceptional satisfaction.
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Professionally handle and resolve service feedback, escalating issues to leadership when necessary.
Membership Billing & Account Coordination
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Prepare and distribute periodic membership dues notices and manual invoices.
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Address and resolve member billing questions and payment inquiries promptly.
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Proactively track expiring payment methods to avoid membership lapses.
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Systematically follow up on past-due accounts (1–60 days) and report aged balances (90+ days) to the COO.
Executive Administrative Support
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Provide day-to-day administrative support directly to the COO/Practice Director.
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Manage calendars, organize meetings, and streamline executive appointments.
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Maintain pristine filing systems, vendor documentation, and office records.
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Assist with weekly check runs, vendor payments, and special operational projects as needed.
Position Requirements
Required Skills & Experience
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Experience: Multiple years of dedicated experience delivering concierge-level, high-end customer service.
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Technical Proficiency: Proven hands-on experience navigating CRM software, Electronic Health Record (EHR) systems, and the Microsoft Office Suite.
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Communication: Flawless written and verbal English communication skills.
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Soft Skills: Must be exceptionally polished, articulate, and friendly with an innate service-oriented mindset and deep cultural sensitivity.
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Operations: Strong multitasking and organizational skills with sharp attention to detail and basic financial math skills (billing/payment processing experience preferred).
Preferred Qualifications
Schedule & Location
*We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).
*As a job position within our Allied division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: providing direct patient care, accessing medical and confidential records, accessing and administering prescription medication or other drugs, working within a clinical setting, handling sharp instruments, conducting medical procedures, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.
