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Office Coordinator Job Description

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  4. Office Coordinator

Office Coordinator Needed

Objective:

The Office Coordinator is expected to perform a variety of clerical, answer phones, complete administrative duties (which may include assistance with accounts payable and accounts receivable) and support other staff members in our quest to provide the highest quality service to clients.

Primary Responsibilities:
  • Reflect the core values and standards of Home Instead Senior Care and our culture of caring with family like support.
  • Handle office responsibilities to allow a full time networking efforts, which is critical in continually building the business
  • Handle all client contacts in a friendly, warm and professional manner including:
    • Greet and welcome each visitor, determining their purpose and direct to the appropriate staff member.
    • Answer each incoming calls
    • Distribute incoming calls to the appropriate staff members
    • Field new client inquiries over the phone 
    • Schedule care consultations
  • Assist with hiring process for new CAREGiversSM, duties may include fielding employment inquiries from prospective CAREGivers and moving applicants through the process.
  • Assist with billing processing, including client invoices and CAREGiver payroll
  • Enter and maintain accurate client and CAREGiver records in the operating system
  • Communicate client and CAREGiver concerns or problems with owner or other staff members as appropriate
  • Assist with stuffing and mailing client invoices and CAREGiver payroll
  • Organize and distribute the daily mail according to prior instructions
  • Maintain all office files (client, CAREGivers etc.).  
  • Demonstrate open and effective communication with owner, colleagues and CAREGivers
Secondary Responsibilities:

  • Assist with making reference calls on prospective CAREGivers in a timely manner
  • Participate in office meetings & quarterly CAREGiver meetings
  • Order and stock all office supplies including postage, fax, credit card and copy machine
Education/Experience Requirements:

  • High school graduation or the equivalent 
  • 3-5 years of related business experience or an equivalent combination of education and work experience may be considered
  • Must possess a valid driver’s license & required auto insurance 
Knowledge, Skills and Abilities:

  • Understand and uphold the policies and procedures established by Home Instead Senior Care.  
  • Demonstrate excellent oral and written communication skills and the ability to listen effectively 
  • Can work independently, maintain confidentiality of information and meet deadlines 
  • Knowledge of the senior care industry
  • Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
  • Demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
  • Can organize and prioritize daily, monthly and yearly work 
  • Able to establish good working relationships with management, colleagues, franchise owners and their staff
  • Can sit at a desk and listen effectively for long periods of time on the telephone
  • Present a professional appearance and demeanor
  • Be able to operate office equipment  
  • Be patient and congenial on the telephone  
  • Must have computer skills and be proficient in Word and Excel
  • Able to work evenings or weekends as required
  • Perform duties in a professional office setting
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