Administrative Coordinator

Role and Responsibilities

If you are passionate about taking care of others, then this is the job for you!

Come join By Your Side Care Management, where compassion meets excellence. We are a locally owned care management company with over 10 years of experience. We believe in putting people first, our clients, their families, and our team. If you value meaningful work, strong relationships, and being part of a team that truly makes a difference, we’d love to meet you!

At By Your Side Care Management, we believe in walking alongside those we care for—with respect, dignity, and a commitment to helping them live their best lives. If you have a heart for service and a desire to grow within a supportive, mission-driven organization, you’ll feel right at home here.

What You’ll Do:

As an Administrative Coordinator, you will often be the first point of contact for prospective clients and their families. You will help them feel welcomed and supported while providing essential administrative support to BYSCM’s Care Managers and leadership team.

Responsibilities:

• Answer and route incoming calls, respond to routine inquiries, and direct requests to the appropriate team member.
• Support client intake and onboarding by entering referrals and prospect information, preparing sign-on materials, coordinating signatures, and maintaining accurate records in CareTree and SharePoint.
• Coordinate administrative referrals, records requests, and document submissions with outside providers and partner organizations.
• Assist care management staff with client scheduling, appointment coordination, transportation arrangements, and caregiver schedule updates.
• Occasionally travel to obtain client signatures or transport clients to medical appointments, as directed.
• Organize, scan, upload, and archive client and company documents in accordance with BYSCM procedures.
• Maintain assigned trackers, reports, and administrative data, including POA status, client conversions, and monthly reporting.
• Support assigned billing and reimbursement processes, including long-term care claims and IRIS claim submissions.
• Track and process assigned client and company expenses and route documentation for review.
• Prepare meeting materials, record and distribute minutes, and coordinate meeting logistics.
• Order supplies, coordinate IT support requests, and provide administrative support for team projects and events.
• Perform other related administrative duties as assigned, consistent with the responsibilities of the position.

Qualifications and Requirements

• Master multi-tasker with excellent written and verbal communication skills
• Helpful, upbeat and positive presence in the workplace and ability to interact positively, creatively, and professionally with others
• Distraction free place to work from home
• Reliable high-speed internet connection suitable for working from home
• Working vehicle for personal and client transportation

Preferred Skills

• Prior administrative experience desirable
• Intermediate computer skills desirable (Microsoft Suite, Adobe Acrobat and Microsoft Edge)
• Knowledge of the healthcare system and of the needs of geriatric, disabled and/or cognitively impaired client population

Additional Notes

This list is not all-inclusive. The Administrative Coordinator may be asked to assist with other tasks as needed.

Pay: $20.00 - $24.00 per hour

Expected hours: 20.0 – 25.0 per week

Work Location: Hybrid remote in Milwaukee, WI 53202