Rehab United is a family-owned private practice specializing in physical therapy, massage/wellness, and fitness, with a total of nine locations between San Diego, CA and Seattle, WA. Rehab United serves as the umbrella company for our massage and fitness brands, Resolve Wellness and Fit Societe. Our company prides itself on having a fun, family-oriented and community-centric culture, which has earned us recognition as one of San Diego's Best Places to Work by The San Diego Business Journal and one of the Top Company Cultures in the nation by Entrepreneur Magazine. We have also been recognized as one of San Diego's Best Physical Therapists by Expertise, as well as San Diego's Best Rehab Center and Sports Massage Provider by Competitor Magazine.

Our company is positioned to grow exponentially over the next two years, and we are looking for an upbeat, friendly, dedicated, results-driven, and organized Administrative Assistant to add to our growing team! This is a full-time position with the goal of providing exemplary service and support to our Resolve Wellness and Fit Societe brands. This person will be responsible for schedule management, accuracy & efficiency of daily operations, and providing assistance the Director of Resolve Wellness and Director of Fit Societe.

Come join our thriving work environment, gain valuable experience and have fun doing it!

Key Responsibilities:
The following is a representation of some of the main areas of focus for our Administrative Assistant. For the full job description, please contact us for more detailed information. Essential Job Responsibilities:

Scheduling / Communication

• Open massage therapist and performance coach schedules
• Block schedules as needed – meal breaks, OOO, company events/meetings, etc.
• Calendar & coordinate meetings for each director respectively
• Act as first point of contact for all member-related communication
• Field all phone and email inquiries for members and prospects
• Schedule consultations for prospective Fit Societe members
• Call to schedule MIA (inactive) members; call to schedule waitlist clients

Reporting

• Report status of pending and/or ongoing projects in weekly meetings with each director
• Routinely report stats, revenue, and sales to each director

Financial

• Process account refunds
• Follow-up with clients regarding declined credit cards; bring accounts to current
• Ensure all appointments and sessions are collected on; follow-up on any unpaid visits/sessions
• Payroll / Timekeeping review and management; follow-up with employees as-needed

Tracking & Software Management

• Regularly update stats and metrics
• Manage all contract suspensions and terminations
• Develop processes for tracking all communications and keep updated at all times
• Assist with any changes/updates needed within Mindbody software; client merges
• Massage Therapy specific:
• Track SOAP note completion and follow-up on
• Assist in tracking incentive goals for Massage Therapists

Hiring & Onboarding

• Work with HR to coordinate interviews with prospective Performance Coaches and Massage Therapists
• Coordinate with HR to initiate onboarding process and schedule new hire paperwork meeting
• Coordinate training schedule for new employees to ensure that all onboarding items are covered
• Setup new employee profiles within Mindbody

Ordering & Inventory

• Process order according to inventory needs
• Maintain inventory tracking (monthly)
• Input inventory into Mindbody software for resale

Required Skills:

• MindBody software knowledge / management
• Strong organizational and time management skills
• Customer service background; outgoing/social personality
• Friendly and professional client interaction; ability to anticipate needs and exceed expectations

Preferred Experience:

Two or more years of administrative experience preferred

Incentives/Benefits:

• Medical, Dental, Vision and Life/AD&D benefit options
• 401(k) Retirement Program with Company Match
• Vacation and Holiday Pay
• Sick Pay (in accordance with State and City law)
• Free Fit Societe gym membership
• Discounts on Resolve Wellness massage therapy