Office Administrative Assistant

Business Draft, Inc.; Bedford (NH); Remote; USD 40,000 - 48,000; Full time

Benefits offered by this job

Life Insurance

Cancer Care

Critical Illness

Accident Care

Job summary

Allied Caregivers seeks an Office Administrative Assistant to manage scheduling, coordinate communications between clients and care staff, and ensure smooth day-to-day operations.

You will handle emails, phone and text communications, maintain schedules, and support HIPAA compliance while delivering reliable, compassionate service. Candidates should be punctual, organized, and tech-savvy with experience in healthcare scheduling.

Qualifications

• High school diploma or equivalent is required; some college preferred.
• Experience in scheduling, admin support, or home healthcare preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management skills.
• Ability to work independently with minimal supervision.
• Comfortable with mobile apps, email platforms, and basic office software.
• Reliable, responsive, and punctual.

Responsibilities

• Schedule coordination across client assignments with caregivers and clients.
• Promptly respond to emails and other communications; maintain professional contact with clients and staff.
• Make and receive calls to coordinate schedule changes and service updates.
• Utilize scheduling software and mobile apps; ensure clock-in/out procedures are followed.
• Document shift summaries and care notes; maintain compliant records.
• Uphold HIPAA privacy and agency policies.

Skills

Scheduling

Administrative support

Healthcare scheduling

Communication

Organization

Time management

Independent work

Mobile apps

Email platforms

Office software

Education

High school diploma or equivalent

Tools

Scheduling software

Mobile apps

Email platforms

Office software

Job description

Join our team as an Office Administrative Assistant and play a key role in supporting our day-to-day operations. We are looking for a highly organized, reliable, and proactive professional to work Monday through Friday, 9:00 a.m. to 6:00 p.m. In this position, you will help ensure smooth communication between clients and care staff while coordinating schedules that meet both client needs and employee availability.

The ideal candidate will be punctual, compassionate, and highly responsive, with a strong ability to multitask and adapt in a fast-paced environment. Basic proficiency with email systems, phone communication, and scheduling tools is essential. Prior experience in healthcare scheduling or an understanding of Personal Care Assistant (PCA) work is highly preferred.

Key Responsibilities:

Schedule Coordination --- Create and maintain consistent weekly schedules for staff members across all client assignments. Work closely with caregivers and clients to ensure proper coverage and continuity of care.

Communication --- Promptly check and respond to emails and other electronic communications. Maintain open, respectful, and timely communication with both clients and employees via phone, email, and text.

Client and Staff Engagement --- Take incoming calls and make outbound calls to clients and staff regarding schedule changes, availability, and service updates. Ensure all communication is clear, professional, and solution-focused.

Technical Proficiency --- Utilize scheduling software, email platforms, and mobile apps effectively. Ensure that all clock-in/out procedures are followed correctly using the designated mobile application.

Documentation and Reporting --- Accurately document shift summaries and care notes after each shift. Maintain detailed records to ensure compliance with internal standards and external regulatory requirements.

Compliance --- Uphold the confidentiality and privacy of client information in accordance with HIPAA regulations. Follow all agency policies and procedures to maintain a safe and compliant working environment.

Knowledge of PCA Work --- Understand the responsibilities and daily tasks of Personal Care Assistants in order to build effective, realistic schedules and support staff effectively.

Qualifications:

• High school diploma or equivalent (required); some college or administrative training preferred.
• Previous experience in scheduling, administrative support, or home healthcare is strongly preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Ability to work independently with minimal supervision.
• Comfortable using mobile apps, email platforms, and basic office software.
• Reliable, responsive, and punctual.
• Open to constructive feedback and committed to continual learning and professional growth.

Please note:

Although this is a remote role, Allied Caregivers currently operates only in Vermont, New Hampshire, Maine, and Massachusetts. Candidates must reside in one of these states to be eligible for employment.

Why You’ll Love Working Here:

At Allied Caregivers, we prioritize comfort, respect, and generosity. Our team is dedicated to improving the health and well-being of our clients, fostering an environment of compassion and care. As well as a opt-in benefits including; Life Insurance, Cancer Care, Critical Illness, Accident Care