Home Care Office Assistant

About the role

This position will coordinate administrative, business, and other operational activities in the office by performing the following duties: maintaining solid and consistent communication with branch leadership and ensuring accurate file maintenance.

Schedule

Full Time, Monday through Friday, 8:00 am to 5:00 pm.

Benefits

• Medical, Dental and Vision Benefits
• Continued Education
• Company Matched 401K
• Monthly Bonus
• PTO Plan
• Retirement Planning
• Life Insurance
• Employee discounts

Requirements

• High school diploma or equivalent
• Ability to cover shifts in the field as needed
• 1 year of health care experience in an office; home care, home health or hospice
• Strong interpersonal, organizational and communication skills
• Ability to adapt well to changing priorities
• Comfortable with recruiting in the community weekly
• Reliable transportation (valid driver’s license, insurance and vehicle)

Responsibilities

• Manage the Branch Phones: Available to take, make, and follow up with calls to/from the branch. Document call information in appropriate case notes in a timely manner. Calls verified on AWS Call Reports; evidence of reported calls/voicemails must be reflected in the report.
• Manage Emails / Teams Communications: Keep emails and Teams open for the entirety of office hours to address incoming messages timely.
• Provide Client Care: Cover critical clients without backup when an aide is unavailable. As Office Coordinator, you are the first person requested to leave the branch to cover critical clients during the business day.
• Complete Missed Visits in Real Time: If a client declines or cancels care, cancel the shift, document the call in Case Notes, and complete a Missed Visit Report in real time.
• Complete Client Complaint Log: Document every client complaint in Case Notes and the Client Complaint Log (Company Forms on the R Drive). Complete the log in its entirety, including the client’s insurance company and the resolution.
• Recruiting: Manage candidate flow in ClearCompany daily/weekly. Follow the company’s 3‑2‑1 Recruiting Process (3 text messages, 2 phone calls, 1 email) before deeming a candidate not viable (unless the candidate expresses disinterest). Document correct candidate status in ClearCompany. First person to contact, interview and onboard the candidate gets the hire.
• Interviewing: Interview candidates to determine hireability and fit for clients. If proceeding, communicate next steps: reference checks, criminal background checks, 2‑Year Proof of Residency Requirements, TB Test requirements, etc.
• Orientations: Schedule and complete compliant orientations with candidates. Orientation date is the candidate’s hire date. Ensure all orientations follow compliance requirements.
• Hire/Start to meet monthly goals.
• Establish and Maintain Compliant Employee Files.
• Boots on the Ground Recruiting: Get out into communities where staff is needed at least once a week to meet people, hang flyers, and create awareness of Arcadia Home Care & Staffing.
• Schedule and Attend Employment Job Fairs.
• Conduct Customer Service Calls with New Employees: Reach out to new employees after their first day of work to verify how things went, and again after 3 weeks of work.

About the company

Girling Personal Care, a member of the Addus Family of Companies, is a proven provider and employer combining experience, breadth of services, compassionate care, and strong community ties with a commitment to both client and employee satisfaction. This combination along with over 30 years of experience in Texas makes it a trusted choice for families and caregivers seeking high‑quality, personalized care in the home.