Business Office Coordinator

Location

Williamsburg, Virginia

Works under the direction of the Executive Director to support Riverside Choose Home program. Provides administrative support to all team members including the Executive Director, Sales, Personal Service Coordinators, and the Riverside Business office. Acts as a member‑account liaison between Choose Home Members, staff, community partners, and other external agencies. Oversees member accounts, adding new members to the accounting software, monitoring utilization, invoices, maintenance requests, purchase orders and office supplies.

Reconciles member benefits with preferred specialty providers and forwards balances to the appropriate department for payment. Assists members with monthly billing questions and tracks utilization in Point Click Care. Supports event scheduling, maintains Salesforce databases of preferred providers and community resources, records potential leads and attendance to marketing events. Supports sales by assembling marketing materials, confirming and scheduling health assessments and other services.

Greets members, answers phones, takes messages, maintains the reception area, distributes mail, and performs general office functions.

• Maintain member account software and monitor utilization, invoices and purchase orders; reconcile benefits and forward balances for payment.
• Answer incoming calls within two rings using the four‑part greeting; solve matters personally or transfer appropriately; record calls and messages in Salesforce.
• Ensure member status and demographic information is accurate and updated in Salesforce; schedule or reschedule appointments and events; obtain new member information including insurance and durability; report potential compliance concerns.
• Maintain departmental files, including new leads entered into Salesforce.
• Collaborate with the marketing team and Executive Director to plan prospecting and member events; coordinate services, communicate events, and follow up with confirmations.

• High School Diploma or GED (Required)
• Bachelor's Degree in a related field (Preferred)

• Two years of Office Assistant/Management with Microsoft Office experience.
• Experience with knowledge of senior population and long‑term care needs (Preferred)