Admin Assistant

Primary Responsibilities

• Greet and assist office visitors in a professional and courteous manner
• Answer incoming telephone calls promptly and professionally
• Maintain professionalism during work hours, including limiting personal phone use to breaks or urgent situations
• Provide administrative support to the Human Resources team, including caregiver recruitment, onboarding, and retention
• Provide administrative support to the Client Care team, including client onboarding and retention
• Enter, update, and maintain accurate caregiver and client records within company systems
• Make and update caregiver and client files
• Monitor and ensure compliance with caregiver requirements and expiring items
• Finalize shifts in scheduling systems
• Communicate caregiver or client concerns to leadership or appropriate staff as needed
• Uphold company policies, procedures, and Home Instead standards
• Maintain consistent and reliable attendance during scheduled office hours (Monday–Friday, 8:00am–5:00pm)
• Demonstrate effective communication with management, coworkers, and caregivers

Secondary Responsibilities

• Assist with incoming and outgoing mail
• Participate in scheduled caregiver meetings
• Order and maintain office supplies
• Maintain and clean the office
• Run errands as needed
• Perform additional administrative duties as assigned
• Be available to assist with caregiving shifts when operationally necessary

Critical Numbers / Key Responsibilities

• Schedule 100% of expiring authorizations for the Client Care team
• Ensure 100% compliance for caregiver expiring items

Education & Experience Requirements

• High school diploma or equivalent required
• Minimum of one year of administrative or related business experience preferred
• Valid driver’s license required
• Experience in senior care or healthcare settings is preferred but not required

Knowledge, Skills & Abilities

• Strong verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive information appropriately
• Strong organizational, time-management, and prioritization skills
• Ability to work independently and meet established deadlines
• Proficiency in Microsoft Word and Excel
• Ability to operate standard office equipment
• Professional appearance and demeanor at all times
• Ability to sit for extended periods and manage frequent telephone communication
• Flexibility to work evenings or weekends as required