Office Coordinator

Objective

Office Coordinator Job Description

The Office Coordinator is expected to perform a variety of clerical and administrative duties. The Office Coordinator professionally answers the phone, completes administrative duties, and supports other staff members with clerical tasks in order to provide the highest quality service to clients.

Work Schedule: The Office Coordinator will be available to work each Tuesday-Saturday from 8:00 am to 5:00 pm daily, or as needed to fill an open shift or call out between the hours of 8:00 am to 5:00 pm Tuesday-Saturday.

Primary Responsibilities

• Reflect the values of Smith Family Senior Care, LLC (d.b.a. an independently owned and operated Home Instead Senior Care Franchise)
• 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
• Enter and maintain accurate Client and Care Pro records in the operating system
• Communicate Client and Care Pro concerns or problems with General Manager or other administrative staff members as appropriate
• Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Easily multi-task in a fast-paced office setting
• Assist with stuffing, mailing, scanning, and faxing client invoices
• Collect and distribute daily mail each morning
• Keep office clean and disinfected, including taking out trash and recycling
• Ensure Home Instead standards are met and upheld
• Assist with problem resolution with Client and Care Pro issues
• Demonstrate open and effective communication with General Manager, Administrative staff, and Care Pro’s
• Write and send a variety of cards to our Clients and Care Pros
• Maintain regular attendance at the office to execute job responsibilities
  
  

Secondary Responsibilities

• Order, maintain, and stock office supplies.
• Run business-related errands as needed.
• Conduct introductions between Clients and Care Professionals, as needed.
• Fill in as a Care Professional when needed.
• Assist with special projects and office support functions, as assigned.
• Perform any other duties and responsibilities as assigned to support business operations.
  
  

Education/Experience Requirements

• High school diploma or GED required.
• Previous Caregiving experience, or experience working in the Senior Care Industry required.
• Minimum of one (1) year of office or administrative experience required.
• Demonstrated passion for enhancing the lives of aging adults and supporting their families.
• Valid driver’s license with reliable transportation.
• Strong organizational, communication, and customer service skills.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced environment.
• Basic computer proficiency, including Microsoft Office and the ability to learn scheduling and office management software.
  
  

Knowledge, Skills And Abilities

• Must have an understanding of and uphold the policies and procedures established by Smith Family Senior Care (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, monthly and yearly work
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be patient and congenial on the telephone
• Must be able to perform duties in a professional office setting