Care Office Coordinator | Client Intake & Payroll

Senior Helpers (US); Silver Spring (MD); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

401K

Job summary

Senior Helpers of Silver Spring seeks a dependable Office Coordinator to support daily administrative operations in our growing home care office. You will manage inquiries, maintain records, assist with client intake, coordinate caregiver onboarding, and help prepare payroll.

The ideal candidate is detail-oriented, able to juggle priorities, and communicates warmly with clients, families, caregivers, and team members.

Qualifications

• Experience in office administration, customer service, healthcare administration, or a related field preferred.
• Strong organizational skills, attention to detail, and reliable follow-through.
• Clear, friendly, and professional communication skills, both by phone and in writing.
• Ability to manage multiple tasks, prioritize work, and work independently in a small-office environment.
• Comfort using Microsoft 365 and electronic recordkeeping or scheduling systems; WellSky experience is a plus.
• Ability to handle confidential information with discretion and professionalism.
• Bilingual in Spanish and English preferred.

Responsibilities

• Answer calls, emails, and office inquiries professionally and warmly.
• Make a strong first impression with every inquiry, recording leads accurately and following up promptly to turn prospects into clients.
• Schedule client assessments and share details with the team.
• Track paperwork, service agreements, payments, and deposits so everything is complete before services begin.
• Keep client, caregiver, and personnel files accurate and confidential.
• Coordinate caregiver onboarding and orientation, and track credentials and expiration dates.
• Review timecards, mileage, and reimbursements before payroll deadlines, and flag any discrepancies.
• Manage office calendars, supplies, vendors, and trackers.
• Update the Care Coordinator and management on start dates, paperwork status, and other admin matters.
• Support management with reports, documentation, and special projects as needed.

Skills

Office administration

Customer service

Healthcare administration

Organizational skills

Communication skills

Multitasking

Independent work

Bilingual Spanish/English

WellSky experience

Microsoft 365

Tools

WellSky

Microsoft 365

Scheduling systems

Electronic recordkeeping

Job description

Senior Helpers of Silver Spring seeks a dependable Office Coordinator to support daily administrative operations in our growing home care office. You will manage inquiries, maintain records, assist with client intake, coordinate caregiver onboarding, and help prepare payroll.

The ideal candidate is detail-oriented, able to juggle priorities, and communicates warmly with clients, families, caregivers, and team members.