Office Coordinator
2 weeks ago
- Attractive salary package
- Generous paid leave
- Access to wellness programs
Role Summary: The Office Coordinator plays a crucial role in providing organizational and clerical support within the office, working closely under the guidance of the Operations Manager.
Key Benefits:
- Competitive Salary
- Paid Time Off
- Opportunities for Professional Development
We are looking for a proactive and personable Office Coordinator to enhance our team. In this capacity, you will assist office personnel, ensuring they are equipped with the necessary information and resources to excel in their roles. Your duties will encompass managing phone inquiries, scheduling meetings, coordinating appointments, and drafting correspondence. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a welcoming attitude.
Primary Duties:
1. Ensure effective communication with all team members to maintain updated information and seamless processes.
2. Handle incoming communications (calls, emails, mail, etc.) efficiently.
3. Strive for a high conversion rate on all incoming inquiries.
4. Organize documentation for new hires, including orientation materials and reference checks.
5. Execute general office tasks such as managing supplies, mail, and maintenance requests.
6. Lead and participate in new employee orientation sessions.
7. Send out monthly greetings for employee and client birthdays and anniversaries, as well as appropriate cards for other occasions.
8. Serve as the primary contact for text communications during office hours, addressing issues or escalating concerns as necessary.
9. Participate in on-call duties and emergency support as required.
10. Maintain client and employee records, ensuring compliance with state regulations and conducting quarterly audits.
11. Generate monthly reports on document expirations and communicate with staff regarding necessary updates.
12. Assist with weekly billing processes and maintain follow-up on collections.
13. Provide administrative assistance to the CEO as needed.
14. Input data into office management software related to client and caregiver records.
15. Support office staff with special projects as required.
16. Cross-train with colleagues to ensure operational continuity in emergencies.
17. Undertake any additional tasks necessary to support business operations, including caregiving responsibilities.
Physical Requirements:
1. Ability to work approximately 40 hours per week.
2. Capable of bending, climbing, stooping, and standing as needed.
3. Able to lift items weighing 20-30 pounds.
4. Proficient in using tools required for the role.
5. Effective communication skills.
Qualifications:
- High school diploma or GED required; an associate degree or relevant administrative training is preferred.
- Prior experience as an Office Coordinator or in a similar administrative role.
- Familiarity with standard office equipment, including printers and fax machines.
- Strong computer skills, particularly in Microsoft Word, Outlook, and PowerPoint.
- Highly organized with exceptional time management skills and the ability to prioritize tasks effectively.
- Professional demeanor in appearance and communication.
- Able to manage confidential and sensitive information appropriately.
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