Help Make A Difference
The Office Coordinator serves as the administrative hub of Midwest Care Management Services, providing essential operational support that enables our team to deliver exceptional service to older adults and people with disabilities. This position is responsible for coordinating front office operations, supporting client and court-related processes, maintaining organizational systems, and ensuring efficient communication throughout the organization.
The successful candidate is highly organized, detail-oriented, resourceful, and enjoys creating order in a fast-paced environment. They take initiative, anticipate needs, and take pride in helping the entire team succeed while creating a welcoming experience for clients, families, and professional partners.
Essential ResponsibilitiesReception & Communication
- Serve as the first point of contact for clients, families, visitors, vendors, and professional partners.
- Answer incoming telephone calls and emails promptly, professionally, and courteously.
- Route inquiries appropriately and ensure timely follow-up.
- Welcome visitors and maintain a professional, customer-focused office environment.
Client & Court Administration
- Maintain court calendars and monitor important filing deadlines.
- Process and file court orders and legal documents.
- Create, update, and maintain client records across multiple software platforms.
- Assist with client intake, onboarding, transfers, and discharge processes.
- Ensure client information remains accurate, organized, and confidential.
Administrative Support
- Provide administrative support to the Care Management, Estate Management, and Leadership teams.
- Prepare, scan, fax, upload, and distribute documents.
- Assist with correspondence, reports, forms, and other administrative materials.
- Research vendors, service providers, and community resources as requested.
Scheduling & Office Coordination
- Maintain organizational calendars, including court appearances, meetings, staff schedules, PTO calendars, holidays, and on-call rotations.
- Coordinate conference rooms, meetings, and company events.
- Assist with employee onboarding logistics and office orientation.
Office Operations
- Maintain a clean, organized, and welcoming office environment.
- Monitor office supply inventory and coordinate purchasing.
- Manage relationships with office vendors and service providers.
- Coordinate incoming and outgoing mail, deliveries, and shipments.
- Assist with office equipment, maintenance requests, and facility organization.
Records & Information Management
- Maintain organized electronic and paper filing systems.
- Ensure documents are properly stored, protected, retained, and disposed of according to organizational procedures.
- Recommend improvements to recordkeeping systems and administrative workflows.
Technology & Data Management
- Utilize QuickBooks Online, RingCentral, Google Workspace, Microsoft Office, Adobe Acrobat, and other business software.
- Maintain spreadsheets, databases, and tracking reports.
- Assist with data entry, reporting, and document management.
Special Projects
- Support the Operations Manager with accounting, billing, and administrative projects.
- Assist leadership with company meetings, employee events, policy updates, and operational initiatives.
- Participate in continuous improvement efforts by identifying opportunities to streamline office processes.
QualificationsRequired Education
Associate degree or equivalent combination of education and experience.
Experience
- Minimum of two years of experience in an administrative, office coordination, or executive support role.
- Experience managing multiple priorities in a fast-paced professional office.
Preferred Experience
Experience in healthcare, social services, legal, nonprofit, or professional services environments.
Technical Skills
Proficiency with:
- Microsoft Office (Word, Excel, Outlook)
- Google Workspace
- Adobe Acrobat
- QuickBooks Online (preferred)
- RingCentral or similar phone systems
- Ability to quickly learn new software applications
Knowledge, Skills & Abilities
- Exceptional organizational and time management skills
- Strong written and verbal communication
- High attention to detail and accuracy
- Excellent problem-solving abilities
- Ability to work independently while supporting a collaborative team
- Professional judgment and discretion when handling confidential information
- Commitment to providing excellent customer service
- Ability to prioritize competing deadlines with minimal supervision
Other Requirements
- Valid driver's license and reliable personal vehicle.
- Ability to run occasional business errands, including trips to the bank, courthouse, post office, or office supply store.
- Ability to occasionally lift and move office supplies weighing up to 25 pounds.
Join our team as an Office & Operations Coordinator to play a pivotal role in supporting our organization’s mission of delivering compassionate care through efficient operational practices!
Pay: $18.05 - $21.05 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Describe your professional skills and goals:
Work Location: In person
