Service Operations Assistant Jobs in Virginia (NOW HIRING)

Soar Therapy & Integrated Wellness is seeking a confident, steady professional who takes initiative naturally and wants to grow within a structured, mission-driven clinical environment.

This role is best suited for individuals who are proactive, confident communicators, and comfortable discussing services, addressing hesitation, and helping prospective clients move forward with scheduling an appointment.

Who We Are Looking For

We are seeking a professional who:

• This role requires someone comfortable taking initiative in conversations and guiding clients toward decisions, not just providing information
• Confidently communicates and sells the value of our services, both over the phone and in person
• Brings a warm, engaging presence while maintaining focus and efficiency in completing tasks
• Takes initiative and does not wait to be told what to do
• Makes a decision quickly with limited information
• Anticipates needs and addresses them proactively
• Able to prioritize and move multiple tasks forward simultaneously without overthinking
• Thinks quickly and adapts in real time
• Views feedback as a tool for growth and performance refinement
• Demonstrates emotional maturity and professional composure
• Maintains steady performance even when expectations are high
• Is coachable, adaptable, and eager to grow
• Demonstrates urgency and follow-through in completing tasks

This is not an entry-level front desk position. We are looking for someone who enjoys administrative and operational work, thrives in organized systems, and is ready to take ownership of client care processes, clinic organization, and light marketing initiatives. Has a background in sales, hospitality, or customer service.

The ideal candidate is proactive, emotionally mature, dependable, and able to maintain structure and composure in an active clinical setting.

Most importantly, this role requires a reliable and dependable person.

We are seeking a professional who takes their responsibilities seriously, shows up consistently, arrives on time, and can be trusted to maintain structure and continuity within the clinic.

This Role Is Not a Fit If You:

• Prefer highly social and unstructured work environments
• Do not enjoy working independently
• Struggle with being social or communicating assertively
• Become easily overwhelmed by multiple responsibilities
• Require constant supervision
• Struggle with accountability or work attendance

Compensation: $23–$25 per hour (based on experience)

Benefits: Medical, Dental, Vision, PTO, Paid Holidays, and Retirement

Work Location & Schedule: Full-Time (35 Hours) | In-Person

$23 - $25 hourly

Client Care & Scheduling

• Manage provider schedules accurately and strategically
• Drive the intake process from first contact to booked appointment
• Conduct follow-up calls with new clients after their first appointment
• Communicate clinic policies clearly and confidently
• Maintain professional boundaries at all times

Compliance & Documentation

• Conduct chart audits to ensure all documentation is present in the client's chart and meets compliance requirements
• Maintain organized systems and structured workflows

Marketing & Outreach

• Create event flyers, slide decks, and other digital content
• Support light social media posting
• Assist with workshop promotion and event coordination
• Prepare materials for provider outreach
• Support community events and special initiatives

Operations & Systems

• Move efficiently between our EHR, CRM system, and Google Workspace
• Identify workflow gaps and propose solutions
• Collaborate effectively with billing
• Maintain front desk and clinic environment standards
• Able to work independently

Required

• Associate’s or Bachelor’s degree (Business Administration, Healthcare Administration, or related field preferred)
• Proven 2 years of experience in administrative or clinic coordination.
• Strong attendance history and punctuality
• High computer fluency and comfort with CRM systems
• Familiarity with Google Workspace and Excel spreadsheets
• Experience using Canva
• Strong written and verbal communication skills
• Ability to prioritize efficiently in a structured, active environment
• Comfortable discussing pricing and clinic policies confidently
• Experience in private practice, boutique healthcare, or wellness settings preferred
• Desire for growth and development
• Spanish fluency preferred

Soar Therapy and Integrated Wellness is an outpatient mental health and wellness clinic serving adolescents (13+) and adults in Northern Virginia.

Our work is rooted in a holistic model of care, grounded in the belief that the mind and body are deeply connected. We support clients in addressing stress, anxiety, burnout, and long-standing patterns through clinically informed, whole-person care.

Our environment is calm, structured, and professionally run, with a focus on consistency, quality, and meaningful outcomes. Massage therapy is integrated into this model to support the body in releasing tension and improving overall regulation.