Position Summary
The Office Coordinator is responsible for the daily administrative operations of the office. This position ensures efficient office operations by providing excellent customer service, coordinating schedules, maintaining client records, monitoring documentation, and supporting staff, clients, and management. The Office Coordinator serves as the first point of contact for the agency and helps ensure compliance with company policies and state regulations.
Office Administration
- Answer and direct incoming telephone calls professionally.
- Greet visitors and provide excellent customer service.
- Maintain a clean, organized, and professional office environment.
- Order, organize, and maintain office supplies.
- Assist management with day-to-day administrative tasks.
- Perform general clerical duties including copying, scanning, filing, and data entry.
Scheduling
- Manage employee schedules.
- Coordinate schedule changes and staffing needs.
- Communicate scheduling updates to employees.
- Assist with coverage for open shifts as needed.
Documentation and Records
- Review staff documentation regularly for completeness and accuracy.
- Ensure service notes are completed correctly in GeoH.
- Verify documentation reflects the correct service hours.
- Follow up with staff regarding missing or incomplete documentation.
- Collect paperwork from staff and client homes.
- Organize and file all client documentation.
- Create, update, and maintain Individual Client Profiles for all clients.
- Create, update, and maintain client books to ensure all required forms, assessments, care plans, and documentation are current and complete.
- Maintain accurate electronic and paper files.
Client and Family Relations
- Conduct monthly courtesy calls with clients and guardians.
- Document concerns and communicate issues to management.
- Provide professional and courteous communication with clients, families, and staff.
Compliance
- Ensure documentation complies with company policies and state regulations.
- Maintain confidentiality of client and employee information.
- Keep client files organized and audit ready.
- Assist with preparing records for internal and external audits.
Qualifications
- High school diploma or GED required.
- Associate degree preferred.
- Minimum one year of office or administrative experience preferred.
- Experience in healthcare or human services is a plus.
- Excellent customer service skills.
- Strong organizational and time management abilities.
- Proficient in Microsoft Office, Google Workspace, and Adobe Acrobat.
- Ability to learn and use GeoH and other agency software.
- Strong written and verbal communication skills.
- Excellent attention to detail.
Knowledge, Skills, and Abilities
- Professional telephone etiquette.
- Strong organizational and multitasking skills.
- Ability to prioritize competing responsibilities.
- Strong problem-solving skills.
- Ability to work independently with minimal supervision.
- Ability to maintain confidentiality.
- Dependable, professional, and detail oriented.
Physical Requirements
- Ability to sit, stand, and walk throughout the workday.
- Frequent use of computers, telephones, printers, and other office equipment.
- Ability to occasionally lift up to 25 pounds.
Reports To
Chief Operating Officer (COO)
Work Schedule
Full-Time, Monday through Friday. Additional hours may be required based on agency needs.
Pay: $18.00 - $20.00 per hour
Work Location: In person
