Administrative Assistant - Customer Billing Clerk
: Job Details :

DescriptionThe Administrative Assistant and Customer Billing Clerk plays a key role in supporting FarmaKeio's Richardson, TX operations and executive leadership team. Reporting directly to the Chief Operating Officer and working closely with the Director of Operations and other C-level executives, this position ensures seamless administrative support, facility coordination, and external billing functions. Responsibilities include managing breakroom needs, coordinating staff lunches and events, maintaining executive calendars, and providing client-facing billing and account update support.This hybrid administrative and client services role requires strong critical thinking skills, discretion, professional communication, and a creative mindset in supporting internal team engagement and client satisfaction. Experience as a licensed pharmacy technician is highly preferred but not required. A clean criminal background is mandatory due to regular handling of sensitive data and proximity to controlled substances.ResponsibilitiesAdministrative Support•Provide day-to-day administrative support to the Chief Operating Officer and other C-level executives, including managing calendars, booking appointments, and coordinating internal meetings.•Coordinate and maintain facility needs, including breakroom supplies, employee lunches, and planning group activities or appreciation events.•Assist in internal communications, preparing reports or agendas, and maintaining organized records and files for executive leadership.•Uphold a high level of professionalism, confidentiality, and discretion when handling sensitive information.Customer Billing and Account Support•Manage all patient and provider billing communications, including updating credit card details, verifying shipping addresses, and responding to billing-related inquiries.•Monitor accounts to ensure timely updates and resolve issues with invoicing or payment methods.•Coordinate with internal departments to ensure accurate billing records and streamline updates across systems.•Assist with vendor communication and administrative tasks related to external partnerships.Client Employee Engagement•Provide administrative support that promotes employee and client appreciation, including organizing wellness initiatives or recognition events.•Use creativity and a proactive mindset to improve morale, enhance client relations, and foster a positive work environment.•Act as a liaison between staff and executives, helping resolve administrative needs efficiently and thoughtfully.Compliance Documentation•Maintain thorough and accurate records of client interactions and administrative actions, adhering to HIPAA and company confidentiality standards.•Ensure all billing activities comply with internal SOPs and applicable laws.•Maintain clean audit trails and documentation for all account changes and communications.QualificationsPhysical Requirements•Frequent sitting, standing, and use of a computer.•Regular verbal and written communication.•Occasional lifting of office supplies (up to 25 lbs).•Reasonable accommodations can be made for individuals with disabilities.Educational Experience Requirements•High School Diploma or equivalent required; Bachelor's degree preferred.•Experience in administrative support, billing, or customer service preferred.•Licensed pharmacy technician in Texas is highly preferred but not required.•Excellent written and verbal communication skills.•Familiarity with HIPAA, patient confidentiality practices, and regulated environments is beneficial.•Strong organizational and time-management skills, with attention to detail.•Ability to exercise discretion and make sound judgment calls in sensitive situations.Safety and Compliance•Must pass a criminal background check due to the handling of controlled substances and access to confidential patient/provider data.•Maintain adherence to OSHA and HIPAA standards.•Attend mandatory compliance training sessions and keep up to date on evolving safety protocols.