Objective:
The Office Coordinator is responsible for the first impression of anyone calling or walking in the door. 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 ay include assistance with accounts payable and accounts receivable) and support other staff members with clerical tasks to provide the highest quality services to clients.
Primary Responsibilities:
- Reflect the core values of Gorman LLC, (d.b.a. an independently owned and operated Home Instead Franchise.)
- 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.
- Enter and maintain accurate client and Care Pro records in the operating system.
- Communicate client and Care Pro 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 Care Pro 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 Care Pros.
- Follow up on Missed Clock in/out alerts.
- Check mail.
- Mail out monthly calendars to clients.
- Create birthday cards for Clients and Care Pro’s and mail them out.
- Send report with Care logs to office for Client Care to follow up with.
- Set up training for new Care Pro’s, have all materials made up for the class.
- Place any orders for Care Pro’s, Key Players, supplies request, flowers for memorials ect.
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 understand and uphold the policies and procedures established by Home Instead.
- 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.