Office Coordinator

About the Role

The Office Coordinator performs a variety of clerical and administrative duties to provide the highest quality service to clients. This role involves answering phones, completing administrative tasks, and supporting staff with clerical work in a professional and efficient manner.

Schedule

Tuesday–Saturday, 8:00 AM to 5:00 PM daily. Availability to fill open shifts or cover call-outs within the same hours may be required.

Responsibilities

• Greet and welcome visitors in a friendly, warm, and professional manner.
• Answer incoming calls professionally and direct them to the appropriate staff members.
• Enter and maintain accurate client and care professional records in the operating system.
• Communicate client or care professional concerns to the General Manager or administrative staff as needed.
• Determine visitors’ purposes promptly and notify the appropriate staff of their arrival.
• Multitask effectively in a fast-paced office environment.
• Assist with stuffing, mailing, scanning, and faxing client invoices.
• Collect and distribute daily mail each morning.
• Maintain office cleanliness, including disinfecting and taking out trash/recycling.
• Uphold Home Instead standards and assist with problem resolution for clients and care professionals.
• Demonstrate open and effective communication with management, administrative staff, and care professionals.
• Write and send cards to clients and care professionals.
• Maintain regular office attendance to fulfill job responsibilities.
• Order, maintain, and stock office supplies.
• Run business-related errands as needed.
• Conduct introductions between clients and care professionals when required.
• Fill in as a care professional when needed.
• Assist with special projects and office support functions as assigned.
• Perform any other duties to support business operations.

Requirements

• High school diploma or GED.
• Previous caregiving experience or experience in the senior care industry.
• Minimum of one year of office or administrative experience.
• Demonstrated passion for enhancing the lives of aging adults and supporting their families.
• Valid driver’s license with reliable transportation.
• Strong organizational, communication, and customer service skills.
• Ability to multitask, prioritize responsibilities, and work in a fast-paced environment.
• Basic computer proficiency, including Microsoft Office and ability to learn scheduling/office management software.

Skills and Abilities

• Understanding of and adherence to Smith Family Senior Care policies and procedures.
• Excellent oral and written communication skills, with effective listening abilities.
• Ability to work independently, maintain confidentiality, and meet deadlines.
• Strong 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.
• Professional appearance and demeanor.
• Proficiency in operating office equipment.
• Patience and congeniality on the telephone.
• Ability to perform duties in a professional office setting.