Office Assistant/Administrative Coordinator

Key Responsibilities

• Answer and screen incoming phone calls in a pleasant, courteous manner.
• Provide administrative support including document preparation, scheduling, data entry, and record management to owner and general office needs.
• Learn and utilize proprietary software systems (training provided) to assist with business operations and client management.
• Cook daily tasks and communications with overseas virtual assistants to ensure accuracy and efficiency.
• Complete reference checks and criminal background checks when necessary. Ensure caregivers/employees have required clearances with certain payers/insurance companies.
• Input client leads into Life Profile as needed and maintain updates when needed.
• Ensure all caregiver hiring information is properly filed, organized, and easily accessible, working with the owner and scheduling team to ensure completeness.
• Serve as a primary point of communication between caregivers, clients, and the office, assisting with scheduling and service coordination.
• Work with virtual staff to complete Care Plans, Caregiver and Client Welcome Packets, and other documentation with clients, potential clients and caregivers. Ensure all communication is sent in a timely manner according to policy.
• Aid owner with disseminating employee and client communications and documents.
• Support compliance, documentation, and reporting requirements with accuracy and attention to detail.
• Aid with client intake processes, including occasional in-home assessments to gather and document client needs.
• Handle confidential information with professionalism and discretion.
• Recommend process improvements and contribute to the development of more efficient workflows.
• Aid with the search and application for community Grants.
• Conduct outreach calls to local businesses and national organizations to partner with whose work aligns with or complements ours.

Qualifications

• Some college courses or Associate’s degree is preferred. Bachelor’s degree is strongly preferred.
• Prior experience in an administrative or client services role required; experience in the home care or healthcare industry strongly preferred.
• Strong proficiency with computer software (Microsoft Office Suite, Google Workspace, and database systems); willingness to learn proprietary systems.
• Experience working with remote or virtual teams is highly desirable.
• Excellent written and verbal communication skills with strong customer-service orientation.
• Highly organized with strong time-management and problem-solving abilities.
• Ability to work independently and manage multiple priorities in an environment that can become fast-paced at times.
• Valid driver’s license, reliable transportation, and ability to travel locally for occasional in-home client assessments.

Schedule & Work Environment

• Part-time, in-office role with occasional local travel.
• Regular collaboration with overseas virtual assistants.
• Position involves working at a desk with computers, phone, and office equipment, with occasional off-site client visits.
• Opportunities for growth into expanded responsibilities as skills and business needs develop. Including increased hours to full-time.