Office Coordinator - Thursday-Monday Workweek - Full-time

Home Instead Senior Care is a fast-growing company seeking a self-motivated, energetic person who has what it takes to provide administrative/scheduling support to a small office. If you enjoy a challenge, are detail oriented and love talking with people, come help us continue to change the face of aging on the Southcoast. If you enjoy a challenge, like to keep busy and are super at multitasking, apply now! If you have what it takes we'll know. 

To be considered, you must complete the survey and submit your resume.

Go here to complete the survey and submit your resume https://ciims.cindexinc.com/job/55391f
  OFFICE COORDINATOR JOB DESCRIPTION  
This position is offered as a Full-Time.  Office Schedule Thursday, Friday & Monday 8am-5pm, Saturday & Sunday 9am-2pm.  On-Call Schedule Friday 5pm-9am, Saturday 2pm-9am, & Sunday 2pm-8am.   
The Office Coordinator is expected to set a positive tone, receiving callers/visitors warmly in the office.  They provide administrative support to every member of the team while in the office.  Serves as on-call scheduling coordinator weekend nights. 
 
Office Duties:

• Greet and welcome each visitor in a friendly, warm and professional manner and determine each visitors purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Answer each call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Warmly welcome every potential CAREGiver applicant with respect and enthusiasm.  Explain to applicants that application must be completed online and assist applicants with online applications as needed
• Warmly welcome every CAREGiver interview with respect and enthusiasm and give them job description to review.  Notify Human Resources upon their arrival with their name.
• Maintain appropriate inventory of office supplies, marketing materials, postage, copies, and cleaning supplies
• Handle office responsibilities during lunch periods
• Organize and distribute the daily mail/packages. Ensure all outgoing mail is in mailbox before 9am.
• Prepare, Stuff and Mail client invoices, client schedules and CAREGiver payroll
• Maintain an appropriate supply of compiled client portfolios, client journals, interview packets, orientation packets and emergency packets
• Prepare monthly marketing materials for DCR and label new materials
• Assist HR with conducting reference checks on CAREGiver applicants
• Maintain polo shirt rack and inventory
• Monitor no-shows notifications for schedulers
• Maintain and research employee benefit programs
• Schedule monthly CAREGiver reviews for Human Resources
• Compile information for monthly CAREGiver newsletter
• Coordinate and execute the holiday Be a Santa to a Senior program
• Mail birthday, thank you and sympathy cards to staff/families
• Print and post new CAREGiver pictures & name badges
• Maintain and enhance company Facebook, Twitter, LinkedIn, Email Solutions and website accounts to create awareness and generate new service inquiries
• Coordinate CAREGiver quarterly meetings – agenda, food, paperwork etc.
• Work with office staff to nominate CAREGiver of month and year
• Coordinate client/CAREGiver schedules when Scheduling Coordinator is unavailable or needs additional assistance. Log all notes in BOSS.
• Provide CAREGiving as needed
• Counsel CAREGivers on quality assurance concerns as needed
• Log CAREGiver activity in BOSS
• Conduct client/CAREGiver introductions as needed
• Participate in CAREGiver quarterly meetings
• Any and all miscellaneous duties as assigned

On-Call Duties:

• Answer each call in a friendly, professional and knowledgeable manner
• Build relationships with clients and CAREGivers over the phone
• Coordinate client/CAREGiver schedule changes/issues/concerns/emergencies

• Find replacements for any sick calls
• Enter and maintain accurate client and CAREGiver records in computer
• Counsel CAREGivers on quality assurance concerns as needed
• Conduct client/CAREGiver introductions as needed
• Provide CAREGiving for unfilled shifts until a replacement CAREGiver is found
• Field new client inquiries over the phone in a knowledgeable manner, enter information onto Service Inquiry Form and schedule care consultations
• Answer each employment inquiry in a friendly, professional and knowledgeable manner as needed

 
Position Requirements:

• Must be organized, detail oriented and have the ability to handle multiple tasks at once
• Ability to adhere to change in a small fast moving business
• Confidence to manage office alone at times
• Must have experience with Microsoft Word, Excel, Publisher
• Ability to lift 25 pounds​