Admin Assistant

Job Summary

The Administrative Assistant will play a vital role in keeping our agency running smoothly. This position handles the foundational day-to-day office tasks—managing phone lines, coordinating schedules, and tracking data—while working closely with management to support our client and caregiver networks. The ideal candidate is an excellent communicator, highly organized, and passionate about the healthcare/home care industry.

Key Responsibilities

Office Operations & Client Care Support

• First Point of Contact: Greet clients, families, and community partners professionally via phone and email; address inquiries or route them to the appropriate team member.
• Scheduling Assistance: Help maintain office calendars, coordinate staff/caregiver shifts, and log adjustments promptly in our management software.
• Client & Caregiver Ingestion: Help prepare intake packets for new clients and onboarding documentation for incoming care staff.

Documentation & Compliance

• File Management: Maintain digital and physical files for compliance, ensuring that care records and employee documents remain audit-ready.
• Data Entry: Input detailed operational data accurately into internal systems, tracking service hours and verification logs.

Financial Support & Coordination

• Billing Reminders: Help monitor outstanding account items and route professional remittance reminders to billing agents or client representatives.
• Expense Support: Help compile monthly receipts, track office inventory, and ensure necessary supplies are stocked.

Required

• Experience: 1–3 years of experience in an administrative support or office assistant role.
• Communication: Exceptional written and verbal communication skills; a professional, friendly, and empathetic demeanor.
• Tech Savvy: Strong proficiency in general digital office tools (such as Gmail, Google Workspace, or Microsoft Office) and a quick ability to learn custom scheduling or electronic logging software.
• Organization: Incredible attention to detail and an ability to protect sensitive private information securely.

Preferred

• Prior administrative experience within a healthcare, medical office, or home care environment.
• Familiarity with electronic visit verification (EVV) platforms or specialized agency scheduling tools.