Business Operations Coordinator
7 days ago
We are seeking a highly skilled Administrative Assistant/Sales and Operations Coordinator to join our dynamic team at Homewatch CareGivers of Eatontown. As a key member of our operations team, you will play a vital role in enhancing daily operational efficiency and supporting organizational objectives.
Key Responsibilities- Administrative & Operations Support:
- Manage 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.
- 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:
- Handle and validate initial leads (intake calls).
- Schedule 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.
- Act as the primary contact for the client/client representative, communicate all schedule changes to the clients in real-time.
- Resolve 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.
- Coordinate Registered Nurse visits and the first day of service.
- Play 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:
- Provide community and facility support as requested.
- Participate in professional organizations and events to promote services.
- Education: A college degree is 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 systems is a bonus.
- Ability to work independently as well as part of a team, providing support to both operations and administrative functions.
- A competitive annual salary of $55,000 - $70,000 based on experience.
- Benefits after 90 days of employment.
- Paid brand-specific training for 3 weeks (2 weeks remote + 1 week in Denver, CO).
- Annual bonus after 1 year of service.
- Full-time hourly rate: $17-$24 per hour.
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