Administrative & Retention Coordinator

Home Instead Senior Care is the world’s trusted source of non-medical care for seniors in their homes.  Each office is independently owned and operated with over 1,000 offices in the United States, Europe, Australia and Japan.

The Sunnyvale office of Home Instead Senior Care is looking for an individual with strong interpersonal and telephone skills, computer competence, organization skills, customer service attitude and attention to detail to join us. 

As the Administrative & Retention Coordinator you will be expected to perform a variety of duties, including setting the initial tone in the office and in the retention of CAREGivers. You will be overseeing and promoting employee relations including surveying, analyzing and interviewing employees to find areas for employee retention improvement , promoting employee benefit programs and managing new programs to attract new employees and retain current employees.  You will also be greeting people and making them feel at home during their office visit.

We are looking for someone who is detail orientated, pragmatic, possesses analytical skills, has stress management skills, has a high level of integrity, strives for excellence, has good judgment and decision making skills, organizes and plans well, good oral communication, actively listens, exhibits persuasiveness, is client focused, and has good energy and passion for the job they do! If this sounds like you we would love to hear from you! 

**Please submit your cover letter, resume and salary requirements**

Primary Responsibilities:

• Reflect the core values of ALL 4 Wine, LLC, (d.b.a. an independently owned and operated Home Instead Senior Care franchise)
• Answer each call in a friendly, professional and knowledgeable manner
• Greet and welcome each visitor in a friendly, warm and professional manner
• Monitor, mediate, and log both client and CAREGiver activity
• Warmly welcome every prospective CAREGiver applicant with respect and enthusiasm  
• Distribute incoming calls to the appropriate staff members
• Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Collect activity log notes and assist in processing client insurance claims in a timely manner
• Assist with stuffing and mailing client invoices and CAREGiver payroll
• Assist Business Development department with miscellaneous projects
• Assist Staffing Coordinators, Operations and Client Care with administrative duties and staffing when needed.
• Assist Recruiter with scheduling and conducting applicant interviews in an efficient, professional manner
• Maintain a supply of care consultation and orientation packets weekly
• Field employment inquiries from prospective CAREGivers and arrange for application process as needed

• Field new client inquires over the phone in a knowledgeable manner, enter information into Clear Care
• Build the foundation of retention by conducting New CAREGiver Orientation/Training and evaluating CAREGiver’s ability to Live Home Instead as they transition to the field. 
• Assist in ongoing CAREGiver Training, both online and in-person
• Enter new CAREGivers and maintain existing CAREGivers records in Clear Care along with scanning new hire files into Box
• Monitor, mediate, and log both client and CAREGiver activity and follow up on CAREGiver assignments and client service as calls are taken
• Enter and maintain accurate client and CAREGiver records in Clear Care
• Reviews and updates Orientation materials as needed with Dir. of Ops
• Participates in continual improvement of processes, procedures and materials relating to all aspects of the company.
• Conducts weekly/monthly (TBD) field visits to establish relationships in order to create a pipeline for potential CAREGivers and build relationships
• Writes and conducts all CAREGiver 90 day reviews 
• Writes and conducts all Annual CAREGiver reviews
• Nurtures relationships by participating in events, conducting presentations, attending meetings etc.  Activities may also include delivering brochures, placing signage, etc.
• Supports The CAREGiver Experience by participating in committee meetings, planning events and programs, training and quarterly CAREGiver meetings.
• Recognizes CAREGiver special events (birthdays/anniversaries) with a visit or call.  Capturing activities in photos for photo album/enewsletter, etc. 
• Assist in recruiting, screening, hiring, training and disciplining CAREGivers

• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with franchise owner and colleagues

• Conduct client/CAREGiver introductions and visits as needed
• Assist with Recruiting job duties such as recruiting, reference checks, and interviews.
• Perform any and all other functions and responsibilities deemed necessary

Education/Experience Requirements:

• High school graduation or the equivalent
• One year of related business experience or an equivalent combination of education and work experience may be considered
• Must possess a valid driver’s license

Job Factors:

• Must demonstrate core values of Home Instead Senior Care Sunnyvale and act at all times in a professional manner while representing the organization in the community.  
• Excellent interpersonal skills are critical as is positive attitude, professional appearance and polished presentation skills. 
• Must demonstrate sound judgment and good decision making skills, especially when evaluating and supervising CAREGivers.

• Must have the ability to manage time, priorities and schedule in order to work independently, on multiple priorities and meet deadlines.
• Ability to work evenings and weekends as required.

Each Home Instead franchise is independently owned and operated.