Office Assistant (Part-Time)

Current Opportunities at Sound Physicians • Brentwood, TN

14h • 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

• High school diploma or equivalent required
• 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.
• 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.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 7.5 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED