Job description

Home Instead®

Office Coordinator Job Description (Part-Time)

Kavis Healthcare d.b.a Home Instead Senior Care

Objective:
The Office Coordinator is expected to perform a variety of clerical and administrative duties. The Office Coordinator is expected to answer phones, complete administrative duties (which may include assistance with accounts payable and accounts receivable) and support other staff members with clerical tasks in order to provide the highest quality service to clients.

Primary Responsibilities:

• Reflect the core values of Kavis Healthcare
• Handle office responsibilities to allow a consistent full time networking effort, which is critical in building the business
• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Field new client inquiries over the phone in a knowledgeable manner and schedule care consultations
• Assist with hiring process for new CAREGiversSM, duties may include fielding employment inquiries from prospective CAREGivers and moving applicants through the process.
• Assist with billing processing, including client invoices and CAREGiver payroll
• Enter and maintain accurate client and CAREGiver records in the operating system
• Communicate client and CAREGiver concerns or problems with owner or other staff members as appropriate
• Determine each visitor's purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Assist with stuffing and mailing client invoices and CAREGiver payroll
• Organize and distribute the daily mail according to prior instructions
• Ensure Home Instead standards are met and upheld
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with owner, colleagues and CAREGivers
• Be available for on-call at least once a week on the weekend

Secondary Responsibilities:

• Assist with making reference calls on prospective CAREGivers in a timely manner
• Process criminal background, Adult Protective Services and Department of Motor Vehicle checks
• Participate in quarterly CAREGiver meetings
• Order and stock office supplies
• Maintain supplies for postage, fax, credit card and copy machine
• Perform any and all other functions 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

Knowledge, Skills and Abilities:

• Must have an understanding of and uphold the policies and procedures established by Kavis Healthcare (d.b.a. an independently owned and operated Home Instead franchise)
• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
• Must have the ability to organize and prioritize daily, monthly and yearly work
• Must be able to establish good working relationships with management, colleagues, franchise owners and their staff
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be able to operate HISC technology
• Must be patient and congenial on the telephone
• Must have computer skills and be proficient in Word and Excel
• Must be able to work evenings or weekends as required
• must be able to perform duties in a professional office setting

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