Office Coordinator

Office Coordinator

The Office Coordinator serves as a central point of support for the Home Team and helps ensure the office operates efficiently, professionally, and consistently. This position provides administrative, operational, and technology support; maintains accurate records and systems and helps create a welcoming and organized experience for clients, Care Professionals, team members, and community partners.

The Office Coordinator must be highly organized, detail-oriented, technologically capable, adaptable, and willing to take ownership of the day-to-day systems and administrative needs that keep the office running smoothly.

Primary Responsibilities

• Reflect and support the mission and Core Values of Cranny's 4 Care, LLC d/b/a Home Instead: Honor God in all we do; Treat others with dignity and respect; Encourage growth in ourselves and others; Build value in our service to others.
• Serve as a welcoming first point of contact for clients, Care Professionals, visitors, applicants, vendors, and community partners.
• Answer incoming calls in a friendly, professional, and knowledgeable manner, taking ownership of questions and needs whenever possible and working to provide timely answers, solutions, or next steps.
• Provide administrative and operational support to the Home Team.
• Maintain accurate and timely client and Care Professional information within company systems.
• Maintain organized electronic and physical records while ensuring confidentiality and appropriate handling of sensitive information.
• Monitor and maintain required Care Professional documentation, including driver's license, automobile insurance, and other employment records as assigned.
• Coordinate office supplies, equipment, postage, printing, and other day-to-day office needs.
• Support clients start-of-service and end-of-service administrative processes.
• Assist with Care Professional and client communications, mailings, recognition, gifts, and other relationship-building efforts.
• Support meetings, trainings, events, and Home Team initiatives through preparation, organization, documentation, and follow-up.
• Communicate concerns, incomplete information, technology issues, or process breakdowns to the appropriate team member promptly.
• Identify opportunities to improve administrative processes, organization, efficiency, and use of technology.
• Provide additional administrative support across departments as business needs change.
• Participate in after-hours/on-call responsibilities as assigned.
• Maintain regular and reliable attendance and flexibility to meet the needs of the business.

Technology & Systems Responsibilities

• Demonstrate strong general technology skills and confidence working within multiple software platforms and cloud-based systems.
• Learn new software, applications, and technology quickly and independently.
• Utilize Microsoft Office applications, including Outlook, Word, Excel, Teams, and related programs, effectively.
• Navigate and maintain information within Home Instead operating systems and other company technology platforms.
• Assist with basic technology troubleshooting involving computers, printers, phones, applications, user access, passwords, and office equipment.
• Assist with onboarding and offboarding technology needs, including equipment, system access, email, and user accounts assigned.
• Maintain organized digital files, shared drives, templates, forms, and electronic resources.
• Help implement new technology, systems, or process improvements and support the Home Team through changes.
• Demonstrate good judgment regarding cybersecurity, passwords, confidential information, phishing attempts, and appropriate technology use.
• Work effectively with outside technology support/vendors when an issue requires additional expertise.

Education & Experience

• High school diploma or equivalent required; additional education or training in business administration, technology, office management, or a related field preferred.
• Previous administrative, office coordination, or related business experience preferred.
• Demonstrated experience and comfort using technology in a professional environment is required.
• Experience working with Microsoft Office/Microsoft 365 and multiple software platforms required.
• Experience learning, implementing, or supporting workplace technology is strongly preferred.
• Valid driver's license and ability to meet company driving requirements.

Knowledge, Skills and Abilities:

• Must have an understanding and uphold the policies and procedures established in Cranny's 4 Care, LLC, (d.b.a. Home Instead).
• Must demonstrate excellent oral and written communication skills and the ability to listen effectively.
• Must have the ability to work independently, maintain confidentiality of information, and meet deadlines.
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills.
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures.
• Must have the ability to organize and prioritize daily, monthly, and yearly work.
• Must be able to establish good working relationships with management, colleagues, franchise owners, and their staff.
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be patient and congenial on the phone
• Must have computer skills and be proficient in Microsoft Office.
• Must be able to take on-call phones on evenings and weekends as assigned.
• Must be able to perform duties in professional office setting.