Operation Specialist

Paylocity; Austin, Northern (TX, KY); Hybrid; USD 40,000 - 60,000; Full time

Job summary

Heavenly Cares, a Family Tree Private Care company based in Texas, is seeking an Operations Specialist to support day-to-day administrative and operational functions of the branch while ensuring exceptional customer service, regulatory compliance, and efficient office operations.

You will coordinate meetings, manage calendars, assist with client records, onboarding, and engagement programs, and collaborate with leadership to promote operational excellence in delivering high-quality home care

Qualifications

• High school diploma or equivalent required; Associates degree preferred.
• Two years of experience in administrative support, operations, healthcare administration, or related field preferred.
• Proficient in Microsoft Office Suite, Outlook, SharePoint, Adobe, and other business software.

Responsibilities

• Provide administrative support to branch leadership through calendar management, scheduling, office communications, and daily administrative operations.
• Coordinate meetings by scheduling, preparing agendas and materials, documenting meeting minutes and action items, and managing meeting logistics as needed.
• Coordinate office maintenance, vendor services, equipment repairs, building management requests, and technology support in collaboration with appropriate departments.
• Assist with call center operations during periods of high call volume.
• Greet visitors, determine their needs, and direct them to the appropriate team member.
• Answer, screen, and route incoming telephone calls in a courteous and timely manner while accurately taking and delivering messages.
• Assist with incoming client inquiries by providing information, resolving routine concerns, and directing issues to the appropriate personnel.
• Maintain a clean, organized, and professional reception and office environment.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain accurate visitor logs, call records, and other administrative documentation.
• Manage office telephone features, including call forwarding and routing, as requested.
• Maintain office supply inventory, including ordering office supplies, refreshments, client materials, and other branch necessities.
• Organize, maintain, and monitor client records and documentation to ensure accuracy, completeness, and compliance with company policies and regulatory requirements.
• Assist with the management and maintenance of the market's compliance program.
• Prepare client admission packets, physician documentation, and other operational materials while uploading and maintaining records within SharePoint, electronic medical records, and other designated systems.
• Support Care Provider onboarding and orientation by preparing new hire materials, employee packets, and assisting with orientation activities as assigned.
• Coordinate employee engagement and recognition programs, including appreciation events, holiday celebrations, Caregiver Week, Nurses Week, and birthday, bereavement, and appreciation acknowledgments for employees and clients.
• Promote a positive, collaborative, and professional office environment.

Skills

Administrative support

Office management

Customer service

Microsoft Office

SharePoint

Communication skills

Education

High school diploma or equivalent

Associate degree preferred

Tools

SharePoint

Adobe

MS Outlook

Microsoft Office

Job description

Description

Heavenly Cares, a Family Tree Private Care company, is a leading and trusted provider of concierge-level care and advisory services for older adults, individuals living with disabilities, and their families. If you are seeking a fulfilling career opportunity, a collaborative and passionate team, and the chance to grow professionally within an expanding organization, Family Tree Private Care may be the ideal place for you.

The Company is based in Texas and is an award-winning healthcare services company that is ranked on the INC 5000 list of America's Fastest Growing Companies. The parent company has grown organically and through acquisition to become one of the region's fastest-growing healthcare services operators.

Despite our growth, we remain most proud of two things: Our premier reputation in the communities we serve and our culture of developing and promoting future leaders from within the company.

Job Summary:

The Operations Specialist is responsible for supporting the day-to-day administrative and operational functions of the branch while ensuring exceptional customer service, regulatory compliance, and efficient office operations. This position serves as a central resource for office administration, client services support, compliance, meeting coordination, and employee engagement. The Operations Specialist works collaboratively with leadership and others to promote operational excellence and ensure the delivery of high-quality home care services.

Role and Responsibilities

• Provide administrative support to branch leadership through calendar management, scheduling, office communications, and daily administrative operations.
• Coordinate meetings by scheduling, preparing agendas and materials, documenting meeting minutes and action items, and managing meeting logistics as needed.
• Coordinate office maintenance, vendor services, equipment repairs, building management requests, and technology support in collaboration with appropriate departments.
• Assist with call center operations during periods of high call volume.
• Greet visitors, determine their needs, and direct them to the appropriate team member.
• Answer, screen, and route incoming telephone calls in a courteous and timely manner while accurately taking and delivering messages.
• Assist with incoming client inquiries by providing information, resolving routine concerns, and directing issues to the appropriate personnel.
• Maintain a clean, organized, and professional reception and office environment.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain accurate visitor logs, call records, and other administrative documentation.
• Manage office telephone features, including call forwarding and routing, as requested.
• Maintain office supply inventory, including ordering office supplies, refreshments, client materials, and other branch necessities.
• Organize, maintain, and monitor client records and documentation to ensure accuracy, completeness, and compliance with company policies and regulatory requirements.
• Assist with the management and maintenance of the market's compliance program.
• Prepare client admission packets, physician documentation, and other operational materials while uploading and maintaining records within SharePoint, electronic medical records, and other designated systems.
• Support Care Provider onboarding and orientation by preparing new hire materials, employee packets, and assisting with orientation activities as assigned.
• Coordinate employee engagement and recognition programs, including appreciation events, holiday celebrations, Caregiver Week, Nurses Week, and birthday, bereavement, and appreciation acknowledgments for employees and clients.
• Promote a positive, collaborative, and professional office environment.

General Responsibilities:

• Demonstrate a thorough understanding of the Company's mission, values, services, business model, and operational processes.
• Maintain confidentiality of all clients, employee, and company information in accordance with HIPAA and company policies.
• Crostrain and provide support to other departments as operational needs require.
• Perform other duties and special projects as assigned by management.

Requirements

Job Qualifications:

• High school diploma or equivalent required; Associates degree preferred.
• Minimum of two (2) years of experience in administrative support, operations, customer service, healthcare administration, or a related field preferred.
• Proficient in Microsoft Office Suite, Outlook, SharePoint, Adobe, and other business software.
• Excellent organizational, time management, and multitasking skills with strong attention to detail.
• Strong verbal, written, and interpersonal communication skills.
• Exceptional customer service skills with the ability to build positive relationships with clients, employees, and business partners.
• Ability to prioritize competing responsibilities, exercise sound judgment, and maintain confidentiality.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Demonstrates professionalism, initiative, and a commitment to continuous improvement.
• Embraces and exemplifies the mission, vision, and core values of Family Tree Private Care.
• Compassionate, service-oriented, and committed to providing exceptional support to clients, Care Providers, and fellow team members.
• Must successfully pass all required pre-employment screenings, including a background check.

Environmental and Working Conditions:

Primarily works in an office environment with frequent use of computers, phones, and other standard office equipment. May occasionally travel between branch locations or attend off-site meetings and events. May be required to work outside normal business hours as operational needs dictate.

Physical and Mental Effort:

Requires prolonged sitting, standing, walking, and frequent use of a computer, keyboard, and telephone. Must be able to lift and carry up to 25 pounds for office supplies, equipment, or meeting materials. Requires strong organizational, problem-solving, and multitasking skills, with the ability to prioritize competing responsibilities, meet deadlines, and maintain professionalism in a fast-paced environment.