Guest & Administration Services Coordinator

Position Summary

The Guest & Administrative Services Coordinator is responsible for managing the financial and administrative operations of Wellspring Adult Day Services while also contributing to guest services, community presence, and continued growth. This position works closely with the Program Director to ensure accurate financial practices, billing and funding requirements, effective administrative systems, and strong relationships with guests, caregivers, and community partners.

As an active member of the Wellspring team, this position also engages directly with guests, assists with daily routines and activities, and leads group activities as needed to help provide a safe, welcoming, and meaningful experience for every guest.

Business & Administration

· Process payroll, guest billing, payments, deposits, and financial records.

· Prepare monthly financial statements and assist with development of the annual budget.

· Maintain QuickBooks and other business records.

· Manage AAAWM funding requirements, guest paperwork, invoicing, vouchers, required reporting, and audit preparation.

· Manage scholarship funds, Respite Certificates, transportation reimbursements, and other funding programs.

· Maintain Wellspring’s administrative files and required documentation.

· Manage grants, fundraising, endowment management, and other funding opportunities.

· Purchase supplies within the approved budget as needed.

Community Relations & Growth

· Build and maintain relationships with community partners, churches, healthcare providers, senior-service organizations, and referral sources.

· Coordinate community outreach, marketing, and Wellspring’s social media presence.

· Attend relevant community meetings and networking opportunities.

· Serve as an initial contact for prospective guests and caregivers.

· Coordinate new guest enrollment paperwork and funding information in collaboration with the Program Director.

· Caregiver communication related to enrollment, billing, funding, transportation, and other administrative needs.

· Volunteer recruitment and onboarding.

· Coordinate a minimum of one fundraising initiative annually.

· Support efforts to maintain and grow Wellspring’s daily census.

Program Support

· Coordinate guest transportation and communication with transportation providers, volunteer drivers, and caregivers.

· Facilitate group activities to engage Guests as needed.

· Manage the Wellspring cell phone and appropriately direct guest-care concerns to the Program Director.

· Participate in staff meetings and organizational planning.

· Assist with guest engagement, personal care, medication passing, and daily program needs.

· Maintain a welcoming, inclusive, and safe environment for Wellspring guests, caregivers, volunteers, and visitors.

· Perform other duties as assigned in collaboration with the Program Director.

Job Requirements

· Bachelor’s degree preferred or equivalent relevant experience.

· Experience in business administration, nonprofit operations, finance, community relations, or a related area preferred.

· Strong organizational, communication, and interpersonal skills.

· Ability to work independently, manage deadlines, and collaborate as part of a small team.

· Experience with QuickBooks, Microsoft Office, and applicable business systems.

· Experience with running various social media accounts.

· Ability to maintain confidentiality and appropriately handle financial and personal information.

· Basic knowledge of, or willingness to learn about, dementia, aging, caregiving, and the needs of older adults.

· Current CPR/AED certification or willingness to obtain.

· Ability to life 50lbs

· Criminal background check and other health/safety requirements in accordance with Wellspring policy.

· Comfortable leading conversations and activities.

· The ability to converse and engage with a diverse group of people.

· Values meaningful work that supports families and caregivers.

· Initiates work independently.

Join us in making every day meaningful!

Your dedication will help foster joyful moments and lasting memories for our Guests!

Pay: $20.00 - $23.00 per hour

Expected hours: 24.0 per week

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person

Salary : $20 - $23