Office Coordinator

About the Role

The Office Coordinator performs a variety of clerical and administrative duties to support the office, staff, and clients. This role includes handling phone inquiries, administrative tasks, accounts payable/receivable assistance, and maintaining accurate records.

Responsibilities

• Reflect the core values of Home Instead.
• Manage office responsibilities to enable consistent full-time networking efforts.
• Greet and welcome visitors in a friendly, warm, and professional manner.
• Answer incoming calls professionally, direct them to appropriate staff, and handle new client inquiries.
• Schedule care consultations for new client inquiries.
• Assist with the hiring process for new Care Pros, including fielding employment inquiries and moving applicants through the process.
• Process billing, including client invoices and Care Pros payroll.
• Enter and maintain accurate client and Care Pros records in the operating system.
• Communicate client and Care Pros concerns or problems to the owner or staff as needed.
• Determine visitor purpose and notify the appropriate staff member promptly.
• Assist with stuffing and mailing client invoices and Care Pros payroll.
• Organize and distribute daily mail according to instructions.
• Maintain Home Instead standards and ensure regular office attendance.
• Demonstrate open and effective communication with the owner, colleagues, and Care Pros.
• Cover on-call phones one night per week.

Secondary Responsibilities

• Assist with reference calls for prospective Care Pros in a timely manner.
• Process criminal background and Department of Motor Vehicle checks.
• Participate in quarterly Care Pros meetings.
• Order and stock office supplies.
• Maintain supplies for postage, fax, credit card, and copy machines.
• Perform any other functions deemed necessary.

Location: Home Instead, 517 S. 22nd Ave, Ste 8, Bozeman, MT 59718.