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Administrative Assistant

2 months ago

Eatontown, United States HCAOA Full time
Administrative 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 client's 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


Compensation: $17.00 - $25.00 per hour

Homewatch CareGivers offers the comprehensive home care services and we believe that exceptional training means a more rewarding experience for you and better care for clients. Homewatch CareGivers is a premier provider of in-home care services for people of all ages, including seniors, children, veterans, the chronically ill, and those recovering from medical procedures.

Our care philosophy is based on finding interesting, innovative ways to empower clients and help them feel engaged and respected. We start by making sure our caregivers and office staff are confident and empowered, too. Our Homewatch CareGivers University is a professionally-developed training platform designed to give you the tools and resources you need to make the very most of your time with clients and gain the most satisfaction from your job. It includes online accredited courses to help you meet the training requirements you may need to stay current with caregiver certification and licensure . The more prepared you are, the more secure you feel in your daily work.

This is an incredible opportunity to feel great about your job and the impact it has on others. Join our growing team and help bring our unique care philosophy to life

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location, and not to Homewatch Caregivers Corporate.