Operations Associate / Billing Specialist (English-Spanish Bilingual)

Work Arrangement: Fully remote
Job Type: Full-time
Work Schedule: 40 hours per week, with core hours between 9 AM – 5 PM EST, with flexibility for urgent tasks or follow-ups outside standard hours.
Locations: Remote

About Pearl Talent:

At Pearl, we’re more than just recruiters—we’re connectors. We work with the top 1% of candidates globally, matching them with the best startups in the US and EU. Our clients have raised over $5B and are backed by industry leaders like OpenAI, a16z, and Founders Fund. By joining Pearl, you’ll not only contribute to our mission but also be part of a vibrant culture that prioritizes growth and collaboration.

Why Work with Us?: At Pearl, we mean what we say—we’re building a different kind of recruiting company. We partner with exceptional founders who care deeply about the long-term success of their teams. With attainable retention bonuses and community-oriented opportunities like an annual retreat, you’ll find a supportive environment that fosters your growth.

About the Company:

This organization specializes in providing compassionate and effective mental health and therapy services to individuals, families, and groups. With a focus on improving lives through evidence-based practices, it is recognized for its supportive environment, client-centered approach, and dedication to fostering emotional and mental wellness. The team takes pride in delivering exceptional care while maintaining high operational standards to ensure a seamless experience for both clients and staff.

Role Overview:

The Executive Assistant/Billing Specialist serves a dual purpose, providing administrative support to the leadership team while managing billing and financial processes efficiently. This role calls for a detail-oriented and highly organized professional who can handle sensitive information with discretion and deliver smooth, reliable operational support.

Key Responsibilities:

Executive Support:

• Oversee calendars, schedule appointments, and coordinate meetings for the leadership team.
• Prepare and organize materials for meetings, including agendas, detailed minutes, and action item follow-ups.
• Manage executive email inboxes by prioritizing communications, responding on behalf of executives when appropriate, and ensuring critical tasks are addressed promptly.

Billing and Financial Management:

• Handle health insurance billing, including claims management and resubmitting denied claims.
• Manage end-to-end client billing processes, ensuring accurate and timely invoicing.
• Follow up on outstanding payments, address discrepancies, and resolve billing issues efficiently.
• Reconcile accounts regularly, ensuring financial records are accurate and up-to-date.
• Coordinate with insurance providers to verify client coverage, process claims, and address coverage discrepancies.
• Assist in preparing detailed financial reports, including monthly and quarterly summaries.

Operational Coordination:

• Serve as the central point of contact for administrative inquiries and internal communications.
• Facilitate the onboarding of new team members, ensuring they are equipped with the necessary tools and information.
• Maintain and update client records, adhering to confidentiality and HIPAA compliance standards.
• Identify opportunities to streamline workflows across billing and administrative functions to improve efficiency.
• Translate documents into Spanish as needed to support diverse clients and team members.

Client Interaction:

• Respond to client inquiries regarding billing, appointments, and general concerns with professionalism, empathy, and accuracy.
• Act as a liaison between clients, therapists, and insurance providers, ensuring seamless communication and prompt resolution of issues.

• Experience in mental health care or related fields.
• Bilingual in Spanish and English (written and verbal). Excellent verbal and written communication with a professional demeanor.
• 3-5 years in administrative or billing roles, ideally in healthcare or therapy settings.
• Strong organizational, multitasking, and attention-to-detail skills.
• Proficient in billing tools like QuickBooks or Microsoft Excel.
• Knowledge of insurance billing and HIPAA compliance preferred.
• Ability to handle sensitive information with discretion and confidentiality.
• Proactive, problem-solving mindset, able to work independently and in a team.

Compensation Package:

• Competitive Salary: Up to Php 85,000 per month, based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Health Coverage: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading Interview
5. Final Interview
6. Job Offer
7. Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl!