Operations Assistant

Salary: $1,500 – $2,000 USD/month
Schedule: Full-time | 8:00 AM – 6:00 PM Eastern Time
Location: Remote (South Africa or LATAM Preferred)
Start Date: ASAP

About the Company

A fast-growing cash-pay physical therapy practice based in Michigan that helps active adults move better, recover faster, and continue doing the activities they love.

The practice specializes in serving runners, fitness enthusiasts, active professionals, and older adults who want to maintain an active lifestyle. Through exceptional patient outcomes, strong referral networks, and successful digital marketing efforts, the business has experienced significant growth and is now entering its next phase of expansion.

As demand continues to increase, the company is looking for its first dedicated operational hire to help improve the patient experience, streamline operations, and support continued growth.

Why This Role Exists

As the practice grows, the founder's time is increasingly being divided between patient care, lead management, scheduling, marketing, and administrative responsibilities.

This role exists to become the operational backbone of the business—ensuring every prospective patient receives a prompt and professional experience while helping manage key administrative, scheduling, and operational functions. The successful candidate will play a critical role in helping the founder focus more time on patient care and business growth.

About the Role

We are looking for a highly personable and proactive Operations Assistant to support inbound lead management, scheduling, patient communication, and day-to-day business operations.

This role combines elements of inbound sales development, customer service, administrative support, and operations coordination. You will be the first point of contact for prospective patients and play a key role in creating a positive first impression of the practice.

The ideal candidate is an exceptional communicator who enjoys building relationships, solving problems, and helping people. They should be highly organized, comfortable working independently, and excited about supporting a growing healthcare business.

Key Responsibilities

1. Inbound Lead Management

Respond promptly to inbound leads generated through Meta advertising and website inquiries
Contact prospective patients via phone, email, and text message
Explain services, treatment approach, and the overall patient experience
Conduct initial qualification conversations with prospective patients
Schedule consultations and appointments on designated calendars
Maintain fast speed-to-lead response times
Follow up consistently with unresponsive leads and nurture opportunities

2. Scheduling & Administrative Support

Manage consultation scheduling and calendar coordination
Maintain accurate lead records and prospect information
Update CRM systems and lead tracking tools
Support day-to-day administrative tasks and operational activities
Help create efficiencies that protect the founder's treatment schedule
Ensure accurate documentation and organization of business information

3. Marketing & Social Media Support

Assist with social media coordination and content posting
Generate content ideas and engagement opportunities
Support patient communication campaigns and marketing initiatives
Monitor online inquiries, messages, and social media interactions
Assist with maintaining the company's online presence

4. Operations Support

Assist with workflow management and process improvements
Support patient communication and follow-up initiatives
Help organize business systems and operational processes
Identify opportunities to improve efficiency and patient experience
Serve as a trusted operational partner to the founder

What We're Looking For

Must-Have

Previous experience in SDR, appointment setting, customer service, patient coordination, sales support, or administrative support roles
Excellent verbal and written English communication skills
Strong phone presence and ability to build rapport quickly
Highly organized with strong attention to detail
Ability to manage multiple priorities and tasks simultaneously
Strong problem-solving skills and proactive mindset
Comfortable working independently in a remote environment
Reliable internet connection and professional home office setup

Nice-to-Have

Experience in healthcare, wellness, fitness, physical therapy, chiropractic, or related industries
Experience handling inbound leads and appointment scheduling
Familiarity with CRM systems and lead management tools
Social media management or content creation experience
Experience supporting founders or small business owners
Spanish language skills

Ideal Candidate Profile

The ideal candidate is:

Friendly, personable, and relationship-oriented
Naturally curious and enjoys helping people
Comfortable speaking with individuals from diverse backgrounds
Interested in health, fitness, sports, or active lifestyles
Highly proactive and self-motivated
Adaptable and comfortable in a growing entrepreneurial environment
Organized, dependable, and solutions-focused
Someone who enjoys taking ownership and becoming a key part of a growing business

What Success Looks Like

All inbound leads receive prompt and professional follow-up
Consultation calendars remain organized and optimized
Prospective patients have an exceptional first impression of the practice
Lead conversion rates improve through consistent communication and follow-up
Administrative processes become more streamlined and efficient
The founder is able to spend more time treating patients and less time managing operations
Operational systems continue to improve as the business scales

Growth Opportunity

This role offers significant long-term growth potential as the practice expands into a larger clinic environment and adds additional providers.

The successful candidate will have the opportunity to become a key member of the organization, take on increased responsibility, and help shape the operational systems and processes that support the company's future growth.

Operations Assistant | 60840461573