Administrative Assistant

3 weeks ago

Eatontown, United States Homewatch CareGivers of Eatontown Full time $17 - $25
Job DescriptionJob DescriptionAdministrative Assistant / Client Care Coordinator
This is a unique opportunity to fast-track your career into business management, as you'll be directly involved in executing and shaping our company's goals. Working closely with the Director of Client Services and Business Operations and the owner of the company, you'll gain invaluable experience and mentorship, preparing you for future leadership roles that you may aspire.
We're seeking a smart, hard-working individual ready to grow and evolve within our dynamic team. Even if you don't meet 100% of the job description requirements, we encourage you to apply if you have a can-do attitude and a high degree of "I'll figure it out" mentality. If you're eager to make a significant impact and develop your career, this position is for you.

Role Description
The Administrative Assistant / Sales and Operations Coordinator is a vital role focused on enhancing daily operational efficiency and supporting organizational objectives. This role combines responsibilities in customer service, sales support, and administrative functions, with a strong emphasis on delivering exceptional service and ensuring smooth business operations. The position reports directly to the Director of Client Services and Business Operations

Administrative & Operations Support:
Perform general administrative tasks such as managing the phone system, filing documents, maintaining calendars, and coordinating client appointments and scheduling Caregivers with appropriate clients

  • Process invoices, credits, and purchase orders using a web-based system.
  • Act as the first point of contact for customer inquiries, addressing questions and resolving issues via phone and email.
  • Provide high-profile customer support by expediting scheduling, attesting schedules and hours, and handle direct billing promptly and accurately.
  • Maintain compliance with all regulatory requirements.
  • Implement policies and procedures that improve the efficiency and effectiveness of agency services, including caregiver schedules.
  • Oversee staff training to include orientation, case orientation, and ongoing training.
  • Maintain strong relationships with clients, families, and healthcare providers, addressing any concerns and ensuring client and caregiver satisfaction.
  • Oversee the maintenance of client and employee records, ensuring accuracy, confidentiality, and compliance with regulations.
  • Lead quality improvement initiatives and ensure the agency adheres to best practices.
Client Service-Case Management:
  • Handles and validates initial leads (intake calls)
  • Schedules in-person visits with potential clients to assess their needs.
  • Responsible for sending and executing the service agreement.
  • Build rapport with assigned clients, family members, and or client representatives.
  • Acts as the primary contact for the client/client representative, communicates all schedule changes to the clients in real time.
  • Resolves all client issues in real time.
  • Communicate in real-time any changes to the clients schedule or condition to the client service team.
  • Get to know Caregivers and make recommendations to the scheduling team in the matching process.
  • Coordinates Registered Nurse visit and the first day of service.
  • Plays an active role in weekly client service meetings.
  • Responsible for being part of the on-call weekend rotation (every 5 weeks) and once during the week.
  • Play a role in interviewing caregivers.
Sales Support:
  • Community & Facility Support as requested.
  • Participate in professional organizations and events to promote services.
Qualifications and Skills:
  • Education: College degree preferred but not required for the right candidate.
  • Experience: Experience in customer service, sales support, operations, or administrative roles is preferred.
  • Skills: Exceptional organizational skills, attention to detail, strong communication (verbal and written), and the ability to multitask. Proficient to advanced skills in Microsoft Office, Adobe, Excel, and experience with CRM System is a bonus
  • Ability to work independently as well as part of a team, providing support to both operations and administrative functions.
Salary & Benefits:
  • A family-friendly/flexible working environment
  • Benefits after 90 days
  • Paid brand-specific training for 3 weeks (2 weeks remote +1 week in Denver Colorado)
  • Annual Bonus after 1 year of service.
  • Full Time Hourly $17- $25


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