Office Support Specialist

BrightStar Care; Louisville, Northern (KY, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

BrightStar Care in Louisville, KY is seeking an Office Support Specialist to be the welcoming face and voice of the office, handling front-desk duties and phone support.

You will assist caregivers, clients, applicants, and visitors, support recruiting and onboarding, maintain a professional reception area, and help daily office operations with a friendly, service-driven mindset.

Qualifications

• High school diploma or equivalent required.
• Experience in customer service, reception, admin, or healthcare office settings preferred.
• Warm, friendly, and professional demeanor with a genuine desire to help others.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Self-motivated and able to prioritize responsibilities in a fast-paced environment.
• Comfortable learning new technology and proficient in Microsoft Office.

Responsibilities

• Answer incoming phone calls with exceptional customer service.
• Serve as the first point of contact, gather information, and connect to the team.
• Provide front-line assistance to caregivers, clients, applicants, partners, and prospective clients.
• Take accurate messages and prioritize urgent concerns for timely follow-up.
• Maintain a professional, compassionate, and solution-focused approach.
• Welcome visitors with warmth and professionalism and provide hospitality.
• Escort applicants and visitors to interview locations and keep reception areas inviting.
• Assist with completing employment applications and onboarding tasks.
• Support recruiting by pre-screening and preparing applicant paperwork.
• Assist with caregiver orientation and onboarding materials.

Skills

Communication

Interpersonal skills

Organizational skills

Reliability

Customer service

Education

High school diploma or equivalent

Tools

Outlook

Word

Excel

Job description

Position Summary

The Office Support Specialist is the welcoming face and voice of BrightStar Care. This position plays an essential role in creating an exceptional experience for caregivers, clients, applicants, visitors, and office staff by serving as the first point of contact both in person and over the phone.

The ideal candidate is friendly, organized, resourceful, and passionate about helping others. They enjoy building relationships, solving problems, and supporting a busy office while ensuring every interaction reflects BrightStar Care’s commitment to exceptional service.

Primary Responsibilities

Customer Service & Phone Support

• Answer incoming phone calls in accordance with BrightStar Care practices and policies while delivering exceptional customer service.
• Serve as the first point of contact by listening carefully to callers’ needs, gathering pertinent information, and connecting them with the appropriate team member.
• Provide front-line assistance to caregivers, clients, applicants, referral partners, and prospective clients by answering routine questions and directing inquiries appropriately.
• Take accurate messages, prioritize urgent concerns, and ensure timely communication with office staff.
• Maintain a professional, compassionate, and solution-focused approach during every interaction.

Front Office & Visitor Experience

• Welcome caregivers, clients, applicants, vendors, and visitors with warmth, professionalism, and enthusiasm.
• Create a positive first impression by offering hospitality to guests and assisting individuals while they wait.
• Escort or direct applicants and visitors to the appropriate interview or meeting location.
• Maintain a clean, organized, and inviting reception area, lobby, entryway, and common office spaces, reporting any maintenance or repair needs.
• Assist job applicants with completing employment applications accurately and completely.
• Support the recruiting process by conducting pre-screening tasks, including verifying driver’s licenses, checking references, and preparing applicant paperwork.
• Assist with weekly caregiver orientation by preparing materials, organizing the meeting space, and providing administrative support throughout the onboarding process.

Administrative & Office Support

• Provide administrative assistance to office staff as needed.
• Support daily office operations by completing assigned administrative tasks accurately and efficiently.
• Assist with company meetings, employee recognition activities, celebrations, and special events.
• Perform other duties as assigned to support the success of the office.

Qualifications & Essential Skills

• High school diploma or equivalent required.
• Previous experience in customer service, reception, administrative support, or healthcare office settings preferred.
• Warm, friendly, and professional demeanor with a genuine desire to help others.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to build positive relationships with clients, caregivers, applicants, visitors, and coworkers.
• Strong organizational skills with excellent attention to detail.
• Self-motivated and able to prioritize responsibilities in a fast-paced environment.
• Comfortable learning new technology and proficient in Microsoft Office, including Outlook, Word, and basic Excel.
• Ability to maintain confidentiality and exercise sound judgment.
• Dependable, adaptable, and willing to support the team wherever needed.

What Success Looks Like

A successful Office Support Specialist creates an exceptional first impression for everyone who contacts or visits BrightStar Care. They are dependable, welcoming, and proactive, ensuring callers receive prompt assistance, visitors feel valued, applicants have a positive hiring experience, and office staff receive the support they need to provide outstanding care.

Every interaction reflects BrightStar Care’s Core Values:

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Each BrightStar Care® franchise office is independently owned and operated and is an equal opportunity employer. Services may vary by location in compliance with state licensing requirements.