Office Coordinator

2 weeks ago

Eatontown, New Jersey, United States Homewatch CareGivers of Eatontown Full time
Job Overview

Position: Administrative Assistant / Client Care Coordinator

This is an exceptional opportunity to advance your career in business management, as you will play a crucial role in implementing and influencing our company's objectives. Collaborating closely with the Director of Client Services and Business Operations, as well as the company owner, you will acquire invaluable experience and mentorship, equipping you for future leadership positions.

We are looking for a bright, dedicated individual who is prepared to grow and adapt within our vibrant team. Even if you do not meet every requirement outlined in the job description, we encourage you to apply if you possess a proactive attitude and a strong problem-solving mindset. If you are motivated to make a meaningful impact and develop your career, this role is tailored for you.


Key Responsibilities

The Administrative Assistant / Sales and Operations Coordinator is an essential position focused on improving daily operational efficiency and supporting organizational goals. This role encompasses duties in customer service, sales assistance, and administrative tasks, with a strong focus on delivering outstanding service and ensuring seamless business operations. The position reports directly to the Director of Client Services and Business Operations.


Administrative & Operations Duties:
  • Execute general administrative responsibilities such as managing the phone system, organizing documents, maintaining schedules, and coordinating client appointments.
  • Process invoices, credits, and purchase orders through a web-based platform.
  • Serve as the primary point of contact for customer inquiries, addressing questions and resolving issues via phone and email.
  • Deliver high-quality customer support by expediting scheduling and managing billing accurately.
  • Ensure compliance with all regulatory standards.
  • Implement policies and procedures that enhance the efficiency and effectiveness of agency services.
  • Oversee staff training, including orientation and ongoing development.
  • Maintain strong relationships with clients, families, and healthcare providers, addressing concerns and ensuring satisfaction.
  • Manage the accuracy and confidentiality of client and employee records.
  • Lead quality improvement initiatives to ensure adherence to best practices.

Client Service & Case Management:
  • Handle and validate initial leads (intake calls).
  • Schedule in-person assessments with potential clients to evaluate their needs.
  • Responsible for sending and executing service agreements.
  • Build rapport with assigned clients and their representatives.
  • Act as the primary contact for clients, communicating schedule changes in real time.
  • Resolve client issues promptly.
  • Communicate any changes in client schedules or conditions to the service team.
  • Get to know Caregivers and assist in the matching process.
  • Coordinate Registered Nurse visits and the initiation of services.
  • Participate actively in weekly client service meetings.
  • Be part of the on-call rotation.
  • Assist in interviewing caregivers.

Sales Support:
  • Provide community and facility support as needed.
  • Engage in professional organizations and events to promote services.

Qualifications and Skills:
  • Education: A college degree is preferred but not mandatory for the right candidate.
  • Experience: Background in customer service, sales support, operations, or administrative roles is advantageous.
  • Skills: Excellent organizational abilities, attention to detail, strong communication skills (both verbal and written), and the capacity to multitask. Proficiency in Microsoft Office, Adobe, Excel, and experience with CRM systems is a plus.
  • Ability to work independently as well as collaboratively, providing support to both operational and administrative functions.

Compensation & Benefits:
  • A flexible and family-friendly work environment.
  • Benefits available after a specified period.
  • Paid training for three weeks (two weeks remote and one week in a designated location).
  • Annual bonus after one year of service.
  • Full-time hourly pay range of $17 - $25.

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