Operations Assistant |

Operations Assistant

Salary:$1,500 – $2,000 USD/monthSchedule:Full-time | 8:00 AM – 6:00 PM Eastern TimeLocation: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