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