Office Assistant (Part-Time)

Sound Physicians•Brentwood, TN

18h•$18 - $22•Onsite

About The Position

The Office Assistant is responsible for the daily handling, processing, scanning, routing, and tracking of incoming mail received at Sound’s Nashville office. This role serves as a critical operational support function, ensuring mail is opened, reviewed, routed, and documented accurately and securely. The ideal candidate is highly organized, detail-oriented, reliable, and comfortable handling sensitive information. This position will also serve to provide overall office support to colleagues. This is a part-time, on-site position located in our Nashville, TN office. Expected hours are 20-25 per week, with work scheduled Monday through Friday during regular business hours based on the needs of the business. Morning availability during the training period is preferred.

Requirements

Strong attention to detail and accuracy.
Ability to handle confidential information in a secure and professional manner.
Ability to read, understand, and interpret varied business correspondence.
Strong organizational and follow-up skills.
Ability to prioritize work in a daily operations environment.
Strong written and verbal communication skills.
Ability to follow SOPs, checklists, routing guides, and escalation procedures.
Proficiency with Microsoft Office Suite, Outlook, scanning equipment, shared folders, and basic document management tools.
Ability to identify when mail requires escalation or additional review.
Ability to work independently while maintaining alignment with team procedures and expectations.
Comfortable performing repetitive operational tasks with consistency and accuracy.
High school diploma or equivalent required
Must possess and maintain a valid driver's license and current automobile liability insurance in accordance with state requirements, with the ability to travel locally as needed for business purposes

Nice To Haves

Experience with mailroom, document management, records management, administrative operations, or office support preferred.
1–3 years of experience in mailroom operations, administrative coordination, office operations, records management, document handling, or similar work preferred
Experience in healthcare, shared services, finance, legal, compliance, or other confidential document environments preferred.
Experience handling sensitive, confidential, or regulated information preferred.

Responsibilities

Receive, sort, open, scan, and route incoming business mail in accordance with established procedures
Review mail content to determine the correct department, owner, or escalation path when routing is not immediately obvious
Maintain accurate tracking of received mail, routed items, unresolved items, exceptions, and aging items requiring follow-up
Scan and upload mail to the appropriate electronic location or workflow using designated tools and naming conventions
Ensure timely routing of mail to internal business owners, departments, or shared service teams
Identify and escalate unclear, urgent, sensitive, misdirected, or high-risk mail items
Maintain confidentiality and secure handling standards for all mail, documents, checks, legal notices, provider-related documents, and other sensitive materials
Support daily mailroom operations, including equipment use, supply management, postage coordination, and vendor coordination as assigned
Process inbound checks in accordance with Accounting SLAs
Coordinate with internal stakeholders to clarify routing rules, recurring mail types, and department ownership
Assist with maintaining mailroom SOPs, routing guides, logs, checklists, and job aids
Identify process gaps, recurring routing issues, or mail volume concerns and escalate them to the appropriate leader
Coordinate shredding or secure disposal of documents in accordance with company procedures
Maintain a clean, organized, and secure mailroom environment
Provide support in preparation for meetings including catering set-up and clean-up
Coordinate and complete occasional deliveries of time-sensitive mail, packages, or other business materials to the post office or other designated locations as needed.