Admin Assistant

We are looking for a proactive, organized, and detail-oriented Administrative Assistant to support the Admin Supervisor with daily clinic operations, reporting, accounts receivable, accounts payable, and vendor coordination.

The ideal candidate is someone who can manage multiple tasks, follow through on deadlines, identify discrepancies, and take initiative in completing responsibilities with minimal supervision.

Key Responsibilities: Admin Supervisor Support & Reporting

• Data Preparation: Consolidate weekly and monthly operational data to help the Admin Supervisor prepare management reports.
• Calendar & Task Tracking: Assist the Admin Supervisor in tracking clinic operational deadlines, permit renewals, and team tasks.
• Escalation Handling: Screen and investigate complex billing or vendor discrepancies before presenting them to the Admin Supervisor with proposed solutions.
• Proactively monitor pending tasks and follow up on items that require action.

Accounts Receivable (A/R) & HMO Assistance

• Claims Processing: Handle the end-to-end submission, tracking, and reconciliation of dental claims with HMO and insurance providers.
• Denial Management: Review rejected claims and gather missing clinical documentation to resubmit them for approval.
• Billing & Collections: Issue digital invoices, track outstanding balances, and conduct professional payment reminders via email or Viber.
• Ledger Matching: Reconcile daily digital payments (GCash, Maya, bank transfers) against records in the Dental PMS for the Supervisor’s final review.

Accounts Payable (A/P) & Vendor Coordination

• Invoice Verification: Check invoices from dental laboratories and supply vendors against actual clinic orders to ensure billing accuracy.
• Payment Scheduling: Organize and prepare the weekly vendor payment list for the Admin Supervisor’s approval and sign-off.
• Expense Tracking: Maintain an organized digital folder of clinic receipts, utility bills, invoices, and other expenses.
• Coordinate with vendors regarding invoices, billing discrepancies, and payment concerns.

Qualifications

• Previous experience in administrative work, accounting support, billing, accounts receivable/payable, or a similar role is preferred.
• Proactive and takes initiative rather than waiting for instructions.
• Strong attention to detail and accuracy when handling administrative and financial records.
• Highly organized and able to manage multiple tasks, priorities, and deadlines.
• Strong follow-up and time management skills.
• Good problem-solving and analytical skills.
• Strong written and verbal communication skills.
• Comfortable working with spreadsheets, email, digital payment platforms, and other online tools.
• Able to work independently while also working effectively with the Admin Supervisor and team.
• Able to handle confidential and financial information with discretion and accuracy.
• Reliable, accountable, and able to follow through on assigned responsibilities.
• Willing to learn and adapt to the clinic’s systems.

How to Apply:

Interested candidates are invited to send their updated CV/Resume to [email protected].

Please use “Application – Administrative Assistant” as the subject line of your email.

Please note: Applications should be submitted through email. We will not be accepting applications directly through Indeed.

Pay: Php20,000.00 - Php22,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Employee discount
• Promotion to permanent employee

Work Location: Hybrid remote in Cebu City