Administrative Office Coordinator

Sevita, a leading provider of home and community-based healthcare services, is seeking an Administrative Office Coordinator to support our Administration & Clerical team. In this role, you will manage scheduling, records, correspondence, and office workflows to ensure smooth daily operations. You'll collaborate with clinical and administrative staff, greet and assist visitors, maintain confidential files, and support reporting and billing tasks. Sevita offers a supportive, inclusive culture, ongoing training, and meaningful work that makes a real difference in the lives of individuals and families.

Responsibilities

• Coordinate day-to-day office operations to support healthcare and community-based services programs.
• Manage calendars, schedule appointments, meetings, and trainings for clinical and administrative staff.
• Maintain accurate and confidential client, employee, and program records in electronic and paper systems.
• Greet and assist visitors, answer and route phone calls, and respond to general inquiries with a customer-service approach.
• Perform data entry, prepare routine reports, and assist with tracking authorizations, service hours, and key deadlines.
• Support billing and documentation processes by collecting, organizing, and verifying required information.
• Organize and maintain office supplies, equipment, and common areas to ensure an efficient work environment.
• Assist with onboarding and orientation logistics for new employees, including paperwork and training schedules.
• Ensure adherence to HIPAA and organizational policies regarding confidentiality and record management.
• Collaborate with program leaders and staff to streamline administrative workflows and resolve operational issues promptly.

Required Skills

• Office administration and coordination
• Scheduling and calendar management
• Electronic Health Records (EHR) or case management systems
• Data entry and basic reporting
• Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace
• Recordkeeping and document management
• Knowledge of HIPAA and confidentiality practices
• Customer service and professional communication
• Time management and task prioritization
• Basic billing or insurance authorization support
• Problem-solving and process improvement