Medical Administrative Assistant, QuickBooks, Billing Support

Role Overview

• Maintain and update financial records in QuickBooks
• Perform data entry and transaction categorization
• Ensure accurate and organized bookkeeping
• Support general financial record-keeping
• 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
• Track and log billable hours accurately
• Maintain organized records of time worked
• Ensure all billable work is captured for proper client billing
• 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

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
• 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

Benefits

• 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.