Administrative Assistant

2 weeks ago

Boca Raton, Florida, United States Advantage Pointe Home Care Full time

Role Purpose

The Administrator plays a key role in managing the front office, ensuring professional and efficient communication with callers and visitors. This position also supports recruitment, compliance, and training activities, contributing to the smooth running of daily operations and helping to maintain a positive first impression of the organization.

Core Responsibilities

·      
Front Desk & Communication

·      Answer all incoming calls immediately, transfer to the appropriate person, and assist callers with general questions.

·      Greet all visitors (caregivers, suppliers, etc.) in a professional and welcoming manner.

·      Ensure the reception/conference room and kitchen area is tidy, organized, and represent the agency's professional image.

·      Assist in handling daily incoming and outgoing mail, ensuring it is directed to the appropriate parties in a timely manner.

Recruitment & Onboarding Support

·      Schedule caregiver interviews and coordinate logistics (confirm time, prepare paperwork, set up interview room).

·      Assist during caregiver interviews by managing setup and providing necessary support to ensure a smooth process.

·      Provide administrative support to the Talent Acquisition team, particularly in maintaining caregiver compliance documentation.

·      Assist with monitoring expiration dates of caregiver documents and proactively reach out to caregivers to obtain updated or missing items, as directed.

·      
Training & Meeting Support

·      Assist with preparing and setting up meeting rooms for training sessions or internal meetings (seating materials, equipment, refreshments if required).

·      Ensure room is back to original state after each session.

·      Distribute and collect sign-in sheets or training documentation.

·      Support trainers and managers with any administrative needs related to training.

·      
General Administrative Support

·      Maintain office supplies and notify management when stock is low.

·      File, scan, and organize documents as needed.

·      Support leadership team with administrative tasks as required.

·      Coordinate and send out weekly birthday cards to clients and birthday greetings to caregivers, fostering positive relationships and engagement.

·      
Skills & Attributes Needed

·      Professional and friendly communication skills (both phone and in-person).

·      Strong organizational skills with attention to detail.

·      Ability to manage multiple tasks and prioritize effectively.

·      Comfortable with technology (Microsoft Office, Google Suite, Apple products, Email, Axis care)

·      Reliable, punctual, and proactive in identifying and solving problems.

·      
Success in this Role Looks Like

·      Callers and visitors feel welcomed and assisted promptly.

·      The office environment remains organized and professional whilst supporting the leadership team.

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