Administrative Assistant

Administrative Assistant

We are looking for a highly organized and personable Administrative Assistant to join our growing home care team. In this essential role, you will serve as the heartbeat of our office—supporting daily operations while helping create a warm, welcoming, and efficient environment for everyone we serve.

As the first point of contact for families, visitors, and our caregiver staff, you will play a key role in shaping the experience people have with our agency. From coordinating administrative tasks to supporting our internal team, your work will directly contribute to the smooth flow and positive culture of our office.

The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment. Most importantly, you bring a genuine warmth and commitment to supporting others, aligning with our mission to provide exceptional care and service.

Assistant Duties

• Serve as the primary point of contact for all incoming phone calls, emails and in-person visitors, greet staff, families and guests in a professional and welcoming manner.
• Operate a multi-line phone system efficiently, handling inquiries and routine phone calls properly.
• Organize and maintain filing systems both physical and digital, ensuring easy retrieval of documents.
• Maintain an efficient office environment by managing office supplies, coordinating technical support, filing and organizing storage.
• Assist with care coordination activities, including preparing work folders, processing insurance claims, and assisting with client transitions.
• Assist with caregiver scheduling, as needed, by updating care plans and maintaining client and caregiver files and database
• Facilitate on-boarding of caregivers including interviews, new hire, tax and payroll documentation.
• Coordinate monthly caregiver trainings
• Assist with day-to-day operations related to reporting, tracking and data management.
• Support business development with marketing initiatives, referral programs and communications.
• Manage communications related to caregivers, compliance and paperwork.
• Work on special projects and client focused communications at the discretion of the owners.
• Provide backup assistance to Scheduling, Client Services and Marketing Departments when necessary
• Assist in newsletter and recruitment mailings
• Maintain HIPAA and confidentiality of information in office

Requirements:

• At least 2+ years of experience in the field or in a related area
• Excellent organizational and time management skills
• Attention to detail and aptitude in problem solving skills
• Strong written and verbal communication skills
• Proficient in MS Office, Excel
• Experience in Graphic Design, Constant Contact, Canva and using a Cricut a PLUS
• High school or equivalent (Required)

Benefits:

• Retirement Plan (company matched)
• Health insurance
• Life insurance
• Vision Supplement
• Supplemental insurance (AFLAC)
• Paid time off

Bonus Plan

Job Type: Full-time