Administrative & Operational Assistant( Home Care -Mon-Fri *8a-5p*)

Administrative & Operational Assistant(Home Care) M-F- *8a-5p* - On-site - *Pay Rate Based On Experience*

Amada Senior Care of Bucks/Montgomery is seeking a motivated individual to provide administrative, customer service, scheduling, and compliance support to ensure efficient office operations. Serves as a primary point of contact for clients, caregivers, employees, vendors, and visitors.

We offer a positive work environment with tremendous growth potential. Your contributions will truly make a difference in the lives of seniors, their families and our most treasured asset, our clients.

Responsibilities for Administrative & Operational Assistant:

• · Answer phones, greet visitors, and manage office correspondence.
• Schedule appointments, meetings, interviews, and caregiver shifts.
• Maintain client, caregiver, employee, and vendor records in company systems (including AxisCare, if applicable).
• Assist with client intake, onboarding paperwork, and caregiver credential tracking.
• Support payroll, billing, invoicing, and data entry functions.
• Monitor compliance documents, training records, certifications, and background checks.
• Prepare reports, forms, administrative documents, meeting outlines, task lists, & follow-up notifications
• Maintain office supplies, filing systems, and overall office organization.
• Provide excellent customer service and resolve routine inquiries.
• Support recruiting activities, including interview scheduling and applicant tracking.

Knowledge and Skills:

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Exceptional customer service and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to prioritize tasks and work independently.
• Problem-solving and critical-thinking abilities.
• Professional appearance and demeanor.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with scheduling and workforce management software preferred.
• Experience with AxisCare or similar home care software preferred.
• Ability to learn new software systems quickly.
• Accurate data entry and reporting skills.

Client Services Support:

• Assist with new client intake and onboarding documentation.
• Maintain client records in company software systems, including AxisCare.
• Coordinate communication between clients, family members, caregivers, and office staff.
• Assist with service inquiries and follow-up activities.
• Support care plan updates and administrative documentation.
• office staff.
• Assist with service inquiries and follow-up activities.
• Support care plan updates and administrative documentation.

Caregiver Scheduling and Staffing:

• Assist with caregiver scheduling and shift coordination.
• Help manage call-offs, schedule changes, and coverage requests.
• Communicate staffing needs to caregivers and office management.
• Monitor schedules to ensure proper staffing coverage.

Compliance and Credential Management:

• Maintain caregiver personnel files and compliance records.
• Track caregiver certifications, licenses, training, background checks, and other required documentation.
• Assist with onboarding and credential verification for new hires.
• Ensure documentation remains current and compliant with company policies and Pennsylvania regulations.
• Assist with preparation for state surveys, audits, and accreditation reviews.

Recruiting and Hiring Support:

• Schedule applicant interviews.
• Assist with applicant tracking and onboarding paperwork.
• Communicate with prospective caregivers throughout the hiring process.
• Maintain recruitment records and applicant files.

Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• 2 years of administrative, customer service, healthcare, or home care experience preferred.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and work independently.

Physical Requirements:

• Ability to work at a computer for extended periods and occasionally lift up to 25 pounds

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Education:

• High school or equivalent (Preferred)

Work Location: In person