Assistant Office Coordinator

About Home Care Solutions:

We are a locally owned and operated home care agency that has been a trusted partner for Twin Cities families for 30 years. Our mission is simple: to provide compassionate, high-quality in-home care that allows area seniors to live safely, independently, and comfortably right where they want to be.

About the Role:

The Assistant Office Coordinator supports day-to-day administrative and operational functions and ensures that all activities align with the organization's goals and objectives. This role ensures smooth coordination between clients, caregivers, healthcare providers, and the office team, while maintaining accurate records and compliance with regulations. This position is also responsible for assisting with recruiting, staffing, and providing support to clients of Home Care Solutions. Additionally, assist with the on-boarding process and new hire orientation.

Qualifications:

• High school diploma or equivalent.
• Must be a United States citizen or have evidence of valid work permit.
• Valid Driver’s License with a clean record and pass a background check.
• One year of Office Administration and/or HR experience.
• Minimum of one year of prior experience in an Office Support role.
• Ability to work independently with minimal supervision and manage multiple priorities effectively.
• Positive interpersonal interaction, resilient attitude, and professional demeanor.
• Effective communication with the ability to manage feedback and build relationships with clients, families, and staff.
• Flexibility and adaptability in a dynamic environment
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills
• Be receptive to clients’ questions, comments, complaints, and service requests and take prompt corrective action
• Manage high pressure effectively

Responsibilities:

• Assist in managing daily office operations including scheduling meetings, coordinating events, and maintaining office supplies inventory.
• Serve as a point of contact for internal staff and external vendors, ensuring timely communication and resolution of inquiries.
• Support the Office Coordinator with basic bookkeeping tasks such as processing invoices, tracking expenses, and maintaining financial records.
• Help implement and enforce office policies and procedures to promote a safe and efficient work environment.
• Maintain organized filing systems, both electronic and physical, to ensure easy access to important documents and records.

Skills:

The Assistant Office Coordinator utilizes strong organizational skills daily to manage multiple tasks such as scheduling, supply tracking, and document management efficiently. Communication skills are essential for interacting with team members, vendors, and clients to ensure smooth information flow and issue resolution. Proficiency in Microsoft Office and other software tools enables the candidate to prepare reports, maintain records, and coordinate office activities effectively. Attention to detail is critical when handling bookkeeping tasks and maintaining compliance with office policies. Additionally, problem-solving skills help the Assistant Office Coordinator address unexpected challenges and contribute to continuous office improvement.