Operations Assistant

Operations Assistant (Patient Experience Focus) - Part-Time

Location: On-site
Hours: ~30 hours/week
Compensation: $15-$18/hour, depending on experience and demonstrated capability

About the Role

We're looking for someone who genuinely loves people, thrives in a fast-paced environment, and takes pride in creating exceptional experiences.

This is not a traditional front desk role. You'll be at the center of our clinic-supporting patient experience, operations, administration, and marketing execution. Every day looks a little different, and that's exactly how you like it.

If you're someone who notices what needs to be done before being asked, enjoys staying busy, and brings positive energy into every interaction, this role was built for you.

About Tandem
At Tandem, we take a highly personalized, client-centered approach to care. We believe that real results come from building strong relationships and delivering one-on-one attention-not rushing patients through appointments.
Our model blends physical therapy with wellness services like Pilates to support long-term health, performance, and recovery. We're not just focused on treating symptoms-we're invested in helping our clients move better, feel better, and stay better.
We're also a close-knit, collaborative team that values growth-both for our clients and for each other. We take pride in creating an environment where people feel supported, challenged, and connected, and where meaningful relationships are at the core of everything we do.

What You'll Do

Patient Experience & Front-of-House

• Greet and welcome patients with warmth and professionalism
• Create a high-touch, hospitality-driven experience (including small touches like offering coffee or ensuring comfort)
• Support in-person scheduling and patient flow
• Ensure every patient feels seen, cared for, and confident in their visit

Administrative & Financial Coordination

• Maintain accurate and organized patient records (scanning, filing, shredding)
• Prepare and communicate insurance benefit summaries clearly
• Collect copays and follow up on outstanding balances with professionalism and confidence
• Provide invoices and ensure patients understand the financial side of their care

Clinic Operations

• Keep the clinic clean, organized, and fully stocked
• Manage laundry, room readiness, and daily operational tasks
• Ensure the environment consistently reflects a high standard of care

Marketing & Brand Support

• Support the Marketing Director with execution tasks and errands
• Run occasional off-site errands (printing, supply pickup, deliveries)
• Deliver marketing materials to referral partners
• Order and manage inventory of brochures, supplies, and swag
• Keep in-clinic marketing materials current and organized
• Capture patient experience content (photos/videos, as appropriate)
• Ask happy patients for Google reviews

Team & Operations Support

• Communicate clearly with clinicians and team members to ensure a seamless patient experience
• Support leadership (CEO and Operations Manager) with day-to-day needs
• Step in wherever needed to keep the clinic running smoothly

What We're Looking For

You might be a great fit if you:

• Have a naturally warm, outgoing, and personable presence
• Take initiative and don't wait to be told what to do
• Are highly organized and detail-oriented
• Are comfortable having clear, confident conversations about scheduling, insurance, and payments
• Thrive in a fast-paced environment where priorities can shift
• Enjoy variety and being part of a team

This Role Is NOT a Fit If You:

• Prefer a rigid, narrowly defined job description
• Dislike interacting with people throughout the day
• Avoid difficult or uncomfortable conversations
• Need constant direction to stay productive

Schedule & Requirements

• Part-time (~30 hours per week)
• Primarily weekdays between 8:00 AM - 6:00 PM (set schedule preferred)
• Occasional availability for weekend educational events
• On-site position (not remote)
• Must have reliable transportation for off-site errands

Why This Role Matters

You will play a key role in shaping how patients experience our clinic-from the moment they walk in to the way they feel when they leave. You'll also help ensure our operations run smoothly and our brand shows up consistently in the community.

If you're someone who takes pride in creating great experiences, staying organized, and being a reliable, positive force on a team-we'd love to meet you.