Office Coordinator

Home Instead; Bozeman (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

Home Instead in Bozeman, MT is seeking an Office Coordinator to manage clerical tasks, answer phones, and support staff to deliver top-tier care to clients.

The role may involve accounts payable/receivable, client and Care Pros records, and coordinating visits, with regular attendance and on-call phone coverage.

Qualifications

• Clerical and administrative duties including answering phones and data entry.
• May assist with accounts payable and accounts receivable.
• Ensure high-quality service to clients.

Responsibilities

• Reflect the core values of Home Instead.
• Greet and welcome visitors in a friendly, warm and professional manner.
• Answer incoming calls, be friendly and knowledgeable, and route to staff.
• Field new client inquiries and schedule care consultations.
• Assist with hiring process for new Care Pros and process applicants.
• Assist with billing processing, including client invoices and Care Pros payroll.
• Enter and maintain accurate client and Care Pros records in the OS.
• Communicate client and Care Pros concerns to owner or staff as appropriate.
• Determine visitors' purpose and notify appropriate staff.
• Assist with stuffing and mailing client invoices and payroll.
• Organize and distribute daily mail per instructions.
• Maintain Home Instead standards and regular office attendance.
• Cover the on-call phones one night per week.
• Assist with reference calls on prospective Care Pros and background checks.
• Maintain office supplies and postage, fax, and copy machine.

Job description

Objective

The Office Coordinator is expected to perform a variety of clerical and administrative duties. The Office Coordinator is expected to answer phones, complete administrative duties (which may include assistance with accounts payable and accounts receivable) and support other staff members with clerical tasks in order to provide the highest quality service to clients.

Primary Responsibilities

• Reflect the core values of Home Instead
• Handle office responsibilities to allow a consistent full time networking effort, which is critical in building the business
• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Field new client inquiries over the phone in a knowledgeable manner and schedule care consultations
• Assist with hiring process for new Care Pros, duties may include fielding employment inquiries from prospective Care Pros and moving applicants through the process.
• Assist with billing processing, including client invoices and Care Pros payroll
• Enter and maintain accurate client and Care Pros records in the operating system
• Communicate client and Care Pros concerns or problems with owner or other staff members as appropriateDetermine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Assist with stuffing and mailing client invoices and Care Pros payroll
• Organize and distribute the daily mail according to prior instructions
• Ensure Home Instead standards are met and upheld
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with owner, colleagues and Care Pros
• Cover the on call phones one night/week

Secondary Responsibilities

• Assist with making reference calls on prospective Care Pros in a timely manner
• Process criminal background and Department of Motor Vehicle checks
• Participate in quarterly Care Pros meetings
• Order and stock office supplies
• Maintain supplies for postage, fax, credit card and copy machine
• Perform any and all other functions deemed necessary

Home Instead
517 S. 22nd Ave, Ste 8
Bozeman, MT 59718
[phone]