Admin Manager

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: TYPE OF WORK

Part Time

: SALARY

N/A

: HOURS PER WEEK

15

: DATE UPDATED

Aug 6, 2026

JOB OVERVIEW

1) Client Communication & Inquiry Management
Manage inbound inquiries through our phone/text system (Quo) and route them through
our structured inquiry funnel (new inquiry ? discovery call ? packet follow-up ?
scheduling)
2) Send approved SMS/email templates promptly and accurately, matched to the correct service type
3) Track every touchpoint diligently in our systems — no inquiry falls through the cracks
4) Scheduling
Manage and support scheduling using Jane App (experience with Jane strongly
preferred)
Coordinate discovery calls and evaluations, follow up on no-shows/reschedules
Double-check schedules daily for accuracy — correct dates, times, service types, and
client details — before anything goes out to a family
Catch and correct scheduling errors immediately rather than letting them sit; this is a
healthcare practice working with real children and families, so mistakes here have real
consequences
5) Systems & Operations (Notion)
Log daily activity, client touchpoints, and task completion in our Notion-based Practice
Command Center and VA Hub
Keep tracker databases current: inquiry tracker, daily check-in log, content publish log,
superbill tracker
Follow (and help refine) our written SOPs — and flag when a process could be tightened
or improved
Help build out new systems and workflows as the practice grows — we want someone
who sees a gap and proposes a fix, not just someone who waits to be told what to do
Content Support
Handle content handoff for Instagram (Canva) — prepping and scheduling approved
content
Support with administrative pieces of content production (organizing assets, tracking
publish schedules)
Bring ideas to the table for growing our social media presence — content angles, trends,
engagement strategies — not just executing what’s handed to you
6) Administrative Support
General inbox and admin support
Superbill tracking support (client billing documentation for our out-of-network practice)
Other ad hoc operational tasks as the role grows

Who We’re Looking For
Extremely detail-oriented — we work with real children and families, so accuracy and
follow-through matter more than speed; small errors in scheduling, communication, or
tracking have real consequences
Forward-thinking and proactive — someone who wants to help build the company, not
just execute tasks
Motivated to grow our social media presence — genuinely interested in content ideas,
trends, and growth strategy, not just content admin
Reliable and communicative — logs work consistently, flags issues early, doesn’t let
things sit
Comfortable with systems — Notion experience a strong plus; comfortable learning
and maintaining structured databases/trackers
Experience with Jane App preferred (scheduling software for health/wellness
practices)
Experience with Quo, Canva, or similar client-communication/content tools a plus
Strong written English — you’ll be communicating directly with parents/clients
Healthcare, pediatric, or wellness practice VA experience a plus, but not required if
you’re sharp and coachable
Why This Role
Small, established practice with real systems already in place — you’re not building from
zero, you’re improving and maintaining
Direct line to the owner, real input into how things run
Starts at 15 hrs/week with clear room to grow in hours and responsibility as trust is built
Long-term potential for the right person who takes ownership
Role begins with a paid 2-week trial period to make sure it’s a strong fit on both sides
before moving into an ongoing arrangement

SKILL REQUIREMENT

Instagram marketing Canva Scheduling

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Admin Manager

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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