What are the responsibilities and job description for the Office Coordinator position at Home Instead?
Objective
The Office Coordinator is expected to perform a variety of clerical and administrative duties to support the overall office operations and to assist other staff members in order to provide the highest quality service to clients.
Primary Responsibilities
The Office Coordinator is expected to perform a variety of clerical and administrative duties to support the overall office operations and to assist other staff members in order to provide the highest quality service to clients.
Primary Responsibilities
- Reflect the core values of J & K Inc., (d.b.a. an independently owned and operated Home Instead franchise)
- Ensure Home Instead standards are met and upheld
- 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 help the caller with resolution or distribute incoming calls to the appropriate staff member when necessary
- Field new client inquiries over the phone in a knowledgeable manner and communicate to the client care team; assist with scheduling of care consultations when needed
- Assist recruitment efforts by fielding employment inquiries from prospective Care Pros and conducting reference checks
- Enter and maintain accurate Client and Care Pros records in the operating system
- Communicate Client and Care Pro concerns or issues with General Manager immediately
- Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
- Organize and distribute the daily mail according to prior instructions
- Be prompt for office opening and maintain regular attendance to execute job responsibilities
- Demonstrate open and effective communication with General Manager, clients, employees, and colleagues
- Assist with making reference calls on prospective Care Pros in a timely manner
- File documents in a timely manner
- Participate in weekly, monthly, and quarterly meetings
- Maintain the inventory for office supplies, notify General Manager when needed
- Perform any and all other functions as instructed
- 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
- Must have an understanding of and uphold the policies and procedures established by J & K Inc., (d.b.a. an independently owned and operated Home Instead franchise)
- 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, weekly, monthly, and yearly work
- Must be able to establish good working relationships with management, colleagues, clients, and Care Pros
- Must present a professional appearance and demeanor
- Must be able to operate office equipment
- Must be patient and congenial on the telephone
- Must have basic 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