Administrative Coordinator

2 weeks ago


Dallas, Texas, United States Homewatch CareGivers of North Dallas Full time
Job Overview

Compensation: Competitive salary


Position Summary: The Administrative Coordinator is a skilled individual designated by the CEO/Owner to oversee the operations and documentation of our dynamic agency.


Essential Qualifications: The selected Administrative Coordinator must possess the following attributes:

  • Exceptional organizational abilities and capacity to manage multiple tasks simultaneously
  • Proficiency in software applications such as Word, Excel, and others
  • Leadership qualities to support and guide team members
  • High level of motivation and initiative
  • Clear and effective communication skills, particularly over the phone
  • Contribute to a collaborative environment focused on delivering top-tier service
  • Maintain a polished, professional appearance and mature demeanor at all times
  • Exhibit patience and understanding
  • Demonstrate office and clerical expertise
  • Uphold confidentiality of business and client information
  • Ability to identify and resolve issues promptly
  • Respond swiftly to the needs of clients, their families, and employees
  • Reliability and dependability
  • Willingness and eagerness to acquire new skills and knowledge
  • Flexibility to assist in caregiving during emergencies

Reporting Structure: Reports directly to the Operations Manager


Key Responsibilities:

  1. Ensure effective communication with all team members to maintain updated information and processes
  2. Handle incoming communications (phone calls, emails, mail, etc.)
  3. Aim for a conversion rate of 42% or higher on all intake calls
  4. Manage documentation for new hires, including Orientation Packets and Reference Checks
  5. Perform general office tasks such as managing mail, supplies, and event coordination
  6. Participate in and lead segments of new employee orientation
  7. Send out monthly birthday and anniversary cards to clients and employees, including appropriate greetings
  8. Act as the primary contact during office hours for text and phone communications, addressing issues or escalating concerns as necessary
  9. Participate in on-call duties and emergency caregiving as required
  10. Maintain and organize client and employee files, ensuring compliance with state regulations
  11. Generate monthly expiration reports and communicate necessary updates to caregivers
  12. Oversee weekly billing, insurance filing, and collections follow-up
  13. Provide administrative assistance to the CEO as needed
  14. Conduct data entry for client and caregiver files in office software
  15. Support office staff with special projects as needed
  16. Cross-train with team members to ensure operational continuity
  17. Perform any additional duties as required to support business operations, including caregiving tasks

Physical Requirements:

  • Able to work an average of 40 hours per week
  • Capable of bending, climbing, stooping, and standing
  • Able to lift 20-30 pounds
  • Proficient in using tools necessary for the role
  • Effective communication skills


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