Administrative Coordinator - Homecare - Remote

Overview

The Administrative Coordinator is a key operational role responsible for managing critical administrative tasks that support seamless client care delivery and efficient business operations. This position bridges administrative coordination, caregiver support, and client-focused processes to ensure consistent, high-quality care and organizational excellence.

In Short

• Process and maintain employee records, ensuring compliance.
• Support with employee onboarding processes and employee folder management.
• Administrative oversight of job postings and other recruiting funnels.
• Approve and adjust clock-ins and clock-outs in preparation for payroll.
• Customize and manage client contracts using HubSpot & DocuSign templates.
• Update and maintain organized client folders, documenting changes and communications.
• Prepare bi-weekly invoices for clients, ensuring accurate mileage and expense tracking.
• Track stock levels of PPE & essential supplies, organizing timely deliveries to client homes.
• Coordinate services for clients, booking appointments with our network of specialists or with external vendors.
• Summarize caregiver shift notes, preparing detailed and insightful family reports for approval.

Requirements

• Oversee employee onboarding processes in systems like Sling and Push payment processing.
• Maintain accurate and up-to-date employee folders and records, conducting regular compliance checks.
• Administrative management of job postings and recruiting funnels.
• Use DocuSign templates to customize contracts as directed by CS team.
• Ensure organized and up to date client records and folders.
• Generate bi-weekly invoices for client services, including mileage and additional expenses.
• Schedule recurring check-ins between clients and care managers according to the established cadence.
• Create and administer client profiles and newsfeeds in scheduling software, ensuring only authorized care providers are included to comply with privacy laws.
• Track and report client related expenses to ensure accuracy and transparency.
• Order & coordinate timely delivery of supplies to client homes as directed by the care manager.

Benefits

• Maintain records of supply flow through to assist with projections.
• Book medical, maintenance, and other services as directed by the care manager.
• Schedule recurring check-ins between clients and care managers according to the established cadence.
• Create and manage tasks in HubSpot for regular client communications, including family updates and check-ins.
• Liaise with a network of specialists and vendors to meet client needs.
• Summarize caregiver shift notes, identifying themes and valuable insights for family reports.
• Follow templates and submit reports to care managers for approval.