OBJECTIVE:
The Office Coordinator is expected to perform a variety of clerical and administrative duties. The Office Coordinator must assist clients and caregivers with scheduling needs, interviewing/hiring and onboarding new employees, and ensuring all quality assurance visits are in compliance.
PRIMARY RESPONSIBILITIES:
· Reflect the core values of Home Instead
· Handle office responsibilities to allow a consistent full time networking effort, which is critical in building the business
· Greet and welcome each visitor in a friendly, warm and professional manner
· Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
· Field new client inquiries over the phone in a knowledgeable manner and schedule care consultations
· Assist with hiring process for new Care Pros, duties may include fielding employment inquiries from prospective Care Pros and moving applicants through the process.
· Assist with billing processing, including client invoices and Care Pro payroll
· Enter and maintain accurate client and Care Pro records in the operating system
· Communicate client and Care Pro concerns or problems with owner or other staff members as appropriate
· Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
· Assist with stuffing and mailing client invoices and Care Pro payroll
· Organize and distribute the daily mail according to prior instructions
· Ensure Home Instead standards are met and upheld
· Maintain regular attendance at the office to execute job responsibilities
· Demonstrate open and effective communication with owner, colleagues and Care Pros
SECONDARY RESPONSIBILITIES:
· Assist with making reference calls on prospective Care Pros in a timely manner
· Process criminal background, Adult Protective Services and Department of Motor Vehicle checks
· Participate in quarterly Care Pro meetings
· Order and stock office supplies
· Maintain supplies for postage, fax, credit card and copy machine
· Perform any and all other functions deemed necessary
EDUCATION/EXPERIENCE REQUIREMENTS:
· High school graduation or the equivalent
· One year of related business experience or an equivalent combination of education and work experience may be considered
· Must possess a valid driver’s license
SKILLS & ABILITIES:
· Must have an understanding of and uphold the policies and procedures established by 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 telephone
· Must have computer skills and be proficient in Word and Excel
· Must be able to work evenings or weekends as required
· Must be able to perform duties in a professional office setting