Office Coordinator

Administrative Assistant

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

Position Summary

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.

Essential Job Duties

• 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.

Qualifications

• 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.

Application Process

Please submit all application materials through the designated application process. To allow our team adequate time to review each application, we kindly ask that applicants refrain from calling or contacting the office regarding the status of their application. Our office will contact selected candidates directly regarding next steps in the hiring process.