Admin Assistant

About the role

The Administrative Assistant performs a variety of clerical and administrative duties that support CARE Pros, clients, and administrative staff. Responsibilities include answering phones, completing administrative tasks, and supporting staff to ensure high-quality service.

Responsibilities

• Reflect the core values of Asilinge, LLC (d.b.a. an independently owned and operated Home Instead Senior Care franchise).
• Greet and welcome each visitor in a friendly, warm, and professional manner.
• Answer incoming calls professionally and distribute them to appropriate staff members.
• Provide administrative support to the franchise owner.
• Capture and reconcile CG intro checklists for payroll.
• Submit client invoices with care notes bi-monthly to long-term insurance companies.
• Support the Human Resource team with Care Pro engagement, including:
  • Sending a list of upcoming Care Pro anniversaries to the HR Manager for the Care Pro Companion Newsletter.
  • Coordinating Caregiver of the Month celebrations, including certificates and interviews for the newsletter.
  • Calculating Care Pro PTO for those with anniversaries and providing it to the HR Manager.
  • Ensuring all onboarding tasks are completed for new staff members.
• Enter and maintain accurate client and CARE Pro records in WellSky, SCAN 123, and Microsoft OneDrive.
• Communicate client and CARE Pro concerns or problems with the owner or appropriate staff members.
• Prepare and mail sympathy cards for clients and caregivers.
• Collect staff AMEX receipts and email statement pages to the bookkeeper.
• HR tasks:
  • File remaining paper files for deactivated Care Pros.
  • Enter deactivation dates in Vanguard for deactivated Care Pros.
  • Act as backup for VSP background checks.
• Support Client Care Coordinators by filing Comp HH Care notes and keeping Consult Folders stocked.
• File Personal Care Files for the Nurse.
• Operations support:
  • Liaison with the cleaning company.
  • Liaison with InTouch Telecom for phones and IT for computer/network issues.
  • Maintain office equipment inventory and order necessary equipment.
• Ensure Home Instead Senior standards are met and upheld.
• Maintain regular office attendance to execute job responsibilities.
• Demonstrate open and effective communication with the owner, colleagues, and CARE Pros.
• Order and stock office supplies.
• Manage postage meter, credit card, and copy machine, and coordinate equipment repairs.
• Mail monthly birthday cards for clients, caregivers, and office staff to arrive on or before the birthday date.
• Perform any other functions deemed necessary.

Critical Performance Metrics

• 100% of calls answered by the 2nd ring.
• 100% of calls on hold for 30 seconds or less.

Requirements

• High school graduation or equivalent.
• One year of related business experience or an equivalent combination of education and work experience.
• Valid driver’s license.

Skills

• Understanding of and ability to uphold company policies and procedures.
• Excellent oral and written communication skills, including effective listening.
• Ability to work independently, maintain confidentiality, and meet deadlines.
• Knowledge of the senior care industry.
• Effective interpersonal skills, sound judgment, and good decision-making.
• Discretion, integrity, and fair-mindedness consistent with company standards.
• Ability to organize and prioritize daily, monthly, and yearly work.
• Ability to establish good working relationships with management, colleagues, and franchise staff.
• Ability to sit at a desk and listen effectively for long periods, including telephone work.
• Professional appearance and demeanor.
• Proficiency in operating office equipment.
• Patience and congeniality on the telephone.
• Computer skills, including proficiency in Microsoft Word and Excel.
• Ability to work evenings or weekends as required.
• Ability to perform duties in a professional office setting.