Office Assistant/Administrative Coordinator

This job description may be modified at any time and other duties and responsibilities may be assigned.

Objective:               We are seeking a professional, detail-oriented Office Assistant/Administrative Coordinator to support our office operations on a part-time basis.

Reports to:             Owner

Position Summary:

This role requires strong computer skills, the ability to learn proprietary software systems (training provided), and excellent communication with both clients and staff. The Office Assistant will coordinate with overseas virtual assistants, assist with caregiver and client communications, and support compliance and documentation needs. While this position does not include formal supervision of employees, there is some delegation required.

This position offers opportunities for growth, with the potential to expand into additional responsibilities as the individual develops within the role and as business needs evolve.

Key Responsibilities (including, but not limited to):     

• 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.
• Coordinate 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.
• Assist owner with disseminating employee and client communications and documents.
• Support compliance, documentation, and reporting requirements with accuracy and attention to detail.
• Assist 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.
• Assist 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.

*Please direct any questions regarding this job description to whom you report to.