Office Coordinator

Home Instead; Baxter (MN); On-site; USD 40,000 - 52,000; Full time

Job summary

Home Instead in Baxter, MN seeks an organized Office Coordinator to support the Home Team with administrative, operational, and technology tasks. You will maintain client and caregiver records, handle inquiries, and ensure efficient office operations in a professional setting.

The role emphasizes confidentiality, strong communication, and proficiency with Microsoft Office 365, Outlook, Excel, and Teams. On-site presence and reliability are important for daily duties and team collaboration.

Qualifications

• High school diploma or equivalent required; additional education in business admin or office management preferred.
• Demonstrated experience with Microsoft Office and multiple software platforms.

Responsibilities

• Serve as a welcoming first point of contact for clients, Care Professionals, visitors, applicants, vendors, and community partners.
• Answer incoming calls in a friendly, professional manner, providing timely answers or next steps.
• Provide administrative and operational support to the Home Team.
• Maintain accurate client and Care Professional information within company systems.
• Maintain organized records and ensure confidentiality of sensitive information.
• Coordinate office supplies, equipment, postage, and day-to-day needs.
• Support start-of-service and end-of-service administrative processes.

Skills

Organizational skills

Attention to detail

Excellent communication

Phone etiquette

Confidentiality

Independent work

Education

High school diploma or equivalent

Business administration/office management preferred

Tools

Microsoft Office 365

Outlook

Excel

Teams/cloud-based systems

Job description

The Office Coordinator serves as a central point of support for the Home Team and helps ensure the office operates efficiently, professionally, and consistently. This position provides administrative, operational, and technology support; maintains accurate records and systems and helps create a welcoming and organized experience for clients, Care Professionals, team members, and community partners.
The Office Coordinator must be highly organized, detail-oriented, technologically capable, adaptable, and willing to take ownership of the day-to-day systems and administrative needs that keep the office running smoothly.

Primary Responsibilities

• Reflect and support the mission and Core Values of Cranny’s 4 Care, LLC d/b/a Home Instead: Honor God in all we do; Treat others with dignity and respect; Encourage growth in ourselves and others; Build value in our service to others.
• Serve as a welcoming first point of contact for clients, Care Professionals, visitors, applicants, vendors, and community partners.
• Answer incoming calls in a friendly, professional, and knowledgeable manner, taking ownership of questions and needs whenever possible and working to provide timely answers, solutions, or next steps.
• Provide administrative and operational support to the Home Team.
• Maintain accurate and timely client and Care Professional information within company systems.
• Maintain organized electronic and physical records while ensuring confidentiality and appropriate handling of sensitive information.
• Monitor and maintain required Care Professional documentation, including driver's license, automobile insurance, and other employment records as assigned.
• Coordinate office supplies, equipment, postage, printing, and other day-to-day office needs.
• Support clients start-of-service and end-of-service administrative processes.
• Assist with Care Professional and client communications, mailings, recognition, gifts, and other relationship-building efforts.
• Support meetings, trainings, events, and Home Team initiatives through preparation, organization, documentation, and follow-up.
• Communicate concerns, incomplete information, technology issues, or process breakdowns to the appropriate team member promptly.
• Identify opportunities to improve administrative processes, organization, efficiency, and use of technology.
• Provide additional administrative support across departments as business needs change.
• Participate in after-hours/on-call responsibilities as assigned.
• Maintain regular and reliable attendance and flexibility to meet the needs of the business.
  

Technology & Systems Responsibilities

• Demonstrate strong general technology skills and confidence working within multiple software platforms and cloud-based systems.
• Learn new software, applications, and technology quickly and independently.
• Utilize Microsoft Office applications, including Outlook, Word, Excel, Teams, and related programs, effectively.
• Navigate and maintain information within Home Instead operating systems and other company technology platforms.
• Assist with basic technology troubleshooting involving computers, printers, phones, applications, user access, passwords, and office equipment.
• Assist with onboarding and offboarding technology needs, including equipment, system access, email, and user accounts assigned.
• Maintain organized digital files, shared drives, templates, forms, and electronic resources.
• Help implement new technology, systems, or process improvements and support the Home Team through changes.
• Demonstrate good judgment regarding cybersecurity, passwords, confidential information, phishing attempts, and appropriate technology use.
• Work effectively with outside technology support/vendors when an issue requires additional expertise.
  

Education & Experience

• High school diploma or equivalent required; additional education or training in business administration, technology, office management, or a related field preferred.
• Previous administrative, office coordination, or related business experience preferred.
• Demonstrated experience and comfort using technology in a professional environment is required.
• Experience working with Microsoft Office/Microsoft 365 and multiple software platforms required.
• Experience learning, implementing, or supporting workplace technology is strongly preferred.
• Valid driver's license and ability to meet company driving requirements.
  

Knowledge, Skills And Abilities

• Must have an understanding and uphold the policies and procedures established in Cranny’s 4 Care, LLC, (d.b.a. Home Instead).
• Must demonstrate excellent oral and written communication skills and the ability to listen effectively.
• Must have the ability to work independently, maintain confidentiality of information, and meet deadlines.
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills.
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures.
• Must have the ability to organize and prioritize daily, monthly, and yearly work.
• Must be able to establish good working relationships with management, colleagues, franchise owners, and their staff.
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be patient and congenial on the phone
• Must have computer skills and be proficient in Microsoft Office.
• Must be able to take on-call phones on evenings and weekends as assigned.
• Must be able to perform duties in professional office setting.