What are the responsibilities and job description for the Admin & Client Intake Coordinator position at Thema Home Care?
About Us
Thema Home Care is a fast-growing, award-winning home care agency serving veterans and private-pay clients across the Mainline and beyond. We've been recognized twice on the Inc. 5000 in the Philadelphia region. Our staff retention is well above industry average as we promote a fun, but professional culture.
We're a small, tight-knit office team that moves fast, cares deeply about the people we serve, and holds each other accountable. If you want to be part of a company that's doing meaningful work and actually growing, this is it.
The Role
We're hiring an Admin & Client Intake Coordinator to be the operational glue of our office.
You'll be the first voice clients and caregivers hear when they call. You'll keep intake moving, make sure nothing falls through the cracks, and support our team so they can focus on what they do best.
This is a high-impact role for someone who's organized, calm under pressure, and takes ownership without being asked twice.
What You'll Do
- Answer and route incoming calls — you're the first impression for clients, caregivers, and referral sources
- Manage client intake from initial inquiry through onboarding
- Follow up on outstanding authorizations, documents, and referrals
- Support client communication — scheduling updates, check-ins, billing questions
- Assist the care team with administrative tasks that keep operations running smoothly
- Help keep our office organized, accurate, and audit-ready
What We're Looking For
- 1–3 years of experience in an admin, coordinator, or customer-facing role (home care or healthcare experience is a strong plus — not required)
- Excellent phone manner — you're calm, clear, and professional even when it's busy
- Organized and detail-oriented — you notice what's missing and fix it before someone asks
- Comfortable juggling multiple things at once without dropping anything important
- Reliable, self-directed, and easy to work with
- Familiarity with Microsoft Office or Google Workspace; ability to learn scheduling/care management software quickly
Compensation & Schedule
$20–$22/hr based on experience
Full-time, Monday–Friday
In-office, Downingtown, PA
Why Thema
- Inc. 5000 company — two-time honoree
- Our founder was recognized as a Titan 100 top CEO in 2025 and 2026.
- Work that matters: we serve veterans and their families
- Small team, real impact — your work is noticed and valued
- Stable, growing company with room to grow with us
Thema Home Care is an equal opportunity employer.
Salary : $20 - $22