Office Coordinator

Administrative Assistant

Schedule: Monday–Friday, 8:00 a.m.–4:00 p.m.
Work Location: In-office
Employment Type: Full-Time

The Administrative Assistant / Receptionist provides day-to-day administrative support to ensure the office operates efficiently and maintains accurate, up-to-date records. This position serves as a primary point of contact for employees, caregivers, clients, and visitors while assisting with filing, compliance documentation, certification tracking, and hiring support.

• Maintain accurate, organized, and up-to-date employee and caregiver files.

• Complete weekly filing and ensure required documents are placed in the appropriate personnel files.

• Enter and maintain employee/caregiver time digitally in company software on a weekly basis, ensuring entries are accurate and completed on schedule.

• Review files regularly for missing, expired, or incomplete documentation and assist with obtaining necessary updates.

• Complete monthly certification and compliance checks and maintain accurate records of results.

• Answer incoming phone calls professionally, take messages, transfer calls, and assist callers with general questions.

• Provide professional customer service to clients, caregivers, applicants, employees, and visitors.

• Perform general receptionist duties, including greeting visitors and assisting individuals who come into the office.

• Assist with the hiring and onboarding process, including communicating with applicants, sending applications and required hiring materials, and following up on outstanding documentation.

• Assist with HHA-related administrative duties, documentation, and record maintenance.

• Make outgoing phone calls to caregivers, employees, applicants, or other appropriate contacts to obtain required information and documentation.

• Assist with scanning, copying, organizing, and electronically filing documents.

• Maintain confidentiality of employee, caregiver, client, and applicant information.

• Assist the Compliance Department and other office staff with administrative projects as needed.

• Help ensure office records and documentation remain organized and prepared for internal or external review.

• Perform other administrative duties as assigned.

• Strong organizational skills and attention to detail.

• Professional and courteous phone and customer service skills.

• Demonstrates professionalism, maturity, reliability, and sound judgment.

• Ability to manage multiple tasks, prioritize responsibilities, and meet established deadlines.

• Comfortable working with computers, electronic records, email, and standard office equipment.

• Ability to handle confidential and sensitive information with discretion.

• Dependable and able to maintain a consistent Monday–Friday, 8:00 a.m.–4:00 p.m. in-office schedule.

• Five (5) years of administrative, receptionist, healthcare, customer service, or professional office experience preferred, but not required.