Office Coordinator

Job descriptionMUST INCLUDE COVER LETTER OR APPLICATION WILL NOT BE CONSIDERED.

Are you a passionate person who loves helping people? Then, we are looking for you! If this sounds like you, continue reading!

Right at Home provides in-home care for seniors and disabled adults. Our mission is to improve the quality of life for those we serve. The company will be based in Miami, Florida and will cover the following areas: South Miami, Homestead, Key West, Key Largo, Marathon, Summerland Key, Tavernier, Big Pine Key & Islamorada, FL.

We are currently looking for a creative, enthusiastic, and bilingual Office Coordinator to oversee the day-to-day activities of the office and help organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The candidate will be expected to answer the telephone, greet caregivers/clients/guests, assist with recruiting, and other office functions.

ESSENTIAL FUNCTIONSOFFICE TASKS

• Answers the telephone, directs calls, and takes messages using good telephone techniques
• Greets and assists everyone who comes into the office in a professional and courteous manner
• Assists candidates with their work application as needed
• Prepares new hires orientation packets, new client homecare record folders (Green folders), and agency information packets
• Prepares Personal Protective Equipment (PPE) for new hires & active employees (gloves, masks, hand sanitizers)
• Update employee documents as needed in Wellsky, conduct compliance phone calls
• Provides assistance to Staffing Coordinator in the daily missed clock in/outs utilizing troubleshoot techniques
• Data entry into WellSky of all conversations of applicants, new hires, prospective clients, current clients, and referral sources
• Handles incoming faxes as directed
• Coordinate with IT department on all office equipment
• Responds to emails in a timely manner
• Manages birthday and other occasion card distribution for clients and caregivers
• Provides support to all team members as needed
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Participate actively in the planning and execution of company events
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Monitor and maintain office supplies inventory
• Handle customer inquiries and complaints
• Manage internal staff relations
• Maintain a safe and secure working environment
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and completing errands

• Complete phone screening for the new caregiver and RN applicants
• Schedule interviews for the new caregiver and RN applicants
• Set up applicants in MyCNAJobs.com
• Update job postings and do audits of other open job vacancies
• Set up all new hires in Clearcare

• Discuss the job offers with caregiver and RN candidates
• Handle all BGC requests
• Create monitoring and adverse letters with BGC findings
• Complete all reference checks on potential hires

• Lead the internal audit and send out reminders to the team
• Handle file maintenance and documentation management

• Report weekly and monthly recruitment reports
• Keep track of all monthly attendance
• Other requested reports as needed

• Assist new employees with Insurance enrollment
• Assist in conducting performance evaluations quarterly for caregivers

• Conduct Right at Home University and HCP training
• Monitor the employee referral bonus program and suggest other retention programs
• Send and track Google Reviews

• Complete employee verification
• Answer all payroll questions regarding PTO and taxes
• Complete WOTC
• Manage the payroll calendar and Isolved instructions
• Update bank account and tax information for current employees
• Conduct exit interviews
• Keep track of employee birthdays and anniversaries
• Send out text messages for caregiver and office events

• Build a rapport with agencies/facilities to increase referrals.
• Required to complete 5-10 sales touches per week and report the results during the weekly team and marketing meetings
• Responsible for the completion of all required documentation including tracking sheets, KPIs, and document reporting
• Required to do follow-up calls with key referral sources and families requesting the use of Right at Home services and report the results during the weekly team and marketing meetings.
• Devise marketing strategies with the goal of growing awareness of Right at Home services and increasing sales, demonstrated by growth in hours served and number of clients on service
• Plan, organize and execute marketing and sales plans
• Keep an accurate record of the daily schedule and referral sources you come in contact with
• Work closely with office staff to create a seamless system
• Generate leads and drive sales through contact with discharge planners and other health care providers to communicate and present agency information regarding home care service

• Promotes agency to the community, participating in community programs with other professionals.
• Represent the agency before the public as required.
• The position will start off remote but in-office hours will be required once the office opens up
• Other duties as assigned

• Proven experience as Office Coordinator or in a similar role
• Experience in customer service
• Knowledge of common medical terminology
• Excellent communication and interpersonal skills
• Organized with the ability to prioritize and multitask
• Reliable with patience and professionalism
• Bilingual in English and Spanish
• College degree; BSc/Ba in business administration or relevant field is a plus
• RN, BSN, or Nursing degree or certification is a plus

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Tuiti.