Administrative Assistant

Job Summary

The Front Office Coordinator is the first point of contact for clients, caregivers, and visitors. They provide exceptional customer service and perform administrative tasks to ensure smooth office operations, aligned with the company’s mission to deliver quality home care services. The role also includes assisting with marketing efforts to promote the company’s services.

Responsibilities

Client and Visitor Interaction

• Greet clients, visitors, and employees in a friendly and professional manner.
• Answer incoming calls promptly, direct them to appropriate personnel, and take detailed messages when necessary.
• Respond to inquiries about services, processes, and appointments with clarity and professionalism.
• Ensure the reception area is always tidy, organized, and presentable.

Administrative Support

• Maintain and update client and staff files in compliance with state and company regulations.
• Manage appointment schedules, including client consultations, caregiver interviews, and staff meetings.
• Assist with onboarding new caregivers and employees, ensuring all documents are collected and filed.
• Monitor and order office supplies to ensure inventory is well-stocked.
• Support payroll and billing departments as required.

Scheduling and Coordination

• Assist in coordinating caregiver schedules to meet client needs.
• Address and resolve scheduling conflicts promptly and professionally.
• Provide timely communication to caregivers about schedule changes or client updates.

Compliance and Record-Keeping

• Ensure client and staff records are complete and confidential, adhering to HIPAA guidelines.
• Prepare and organize documentation for audits, inspections, and compliance checks.
• Track employee certifications and licensure expiration dates, notifying relevant staff of renewal deadlines.

Customer Service Excellence

• Act as a liaison between clients, caregivers, and management to address concerns or feedback.
• Provide support in resolving complaints or escalating issues to appropriate personnel.

Marketing Support

• Assist in planning and organizing marketing events, including health fairs, open houses, and community outreach activities.
• Maintain promotional materials and distribute them to prospective clients or referral sources.
• Collaborate with the marketing team to ensure timely follow-up with leads generated from events.
• Provide support with online marketing efforts, such as updating social media pages or responding to inquiries.
• participating in marketing events

Qualifications and Skills

Education:

• High School Diploma or equivalent (Associate’s or Bachelor’s degree preferred).

Experience:

• Prior experience in a front office, customer service, or healthcare setting is preferred.

Skills:

• Proficiency in Microsoft Office Suite and scheduling software.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and empathy.
• Ability to handle confidential information responsibly.
• Problem-solving skills with attention to detail.
• Familiarity with marketing or event coordination is a plus.

Work Environment

• Office setting with standard hours of operation.
• Regular interaction with clients in-person, over the phone, and via email.

Benefits

• Competitive salary
• Paid time off and holidays
• Professional development opportunities

This role is integral in supporting both administrative and marketing efforts, ensuring efficient operations while helping promote the company’s services.

If you’re passionate about helping others and thrive in a dynamic environment, we’d love to have you join our team.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Expected hours: 25 – 40 per week

Benefits:

• Professional development assistance

Schedule:

• Day shift

Application Question(s):

• Home health care experience

Location:

• Bridgeton, MO 63044 (Preferred)

Ability to Commute:

• Bridgeton, MO 63044 (Required)

Work Location: In person