Administrative Assistant

How To Apply Visit https://timelesscare.life/careers and take the assessment About Timeless Care Inc. Timeless Care Inc. is a residential care facility in Fairfield, CA, dedicated to providing a warm, respectful, and supportive environment for residents. Our mission is rooted in compassion, dignity, and the belief that every resident deserves to feel cared for, safe, and valued. We are looking for a dependable, organized, and compassionate Administrative Assistant to support our facility operations, resident care documentation, family communication, and day-to-day office needs. This is a great opportunity for someone who enjoys helping people, keeping things organized, and being part of a care-centered team. Position Summary The Administrative Assistant will help keep the facility organized and running smoothly by supporting administrative tasks, documentation, communication, scheduling, recordkeeping, and daily coordination. This role is important because it helps our care team stay focused on what matters most: providing quality support to our residents. The ideal candidate is professional, detail-oriented, calm under pressure, comfortable with confidential information, and able to communicate kindly with families, residents, staff, and vendors. What You'll Do Responsibilities may include: Greet visitors, families, vendors, and team members in a professional and welcoming manner Answer phone calls, respond to messages, and route communication to the correct person Assist with resident files, forms, records, and administrative documentation Help organize and track facility paperwork, schedules, logs, and compliance-related items Support family communication and follow-up as directed by facility leadership Assist with onboarding paperwork and employee file organization Help maintain office supplies, forms, binders, and digital records Assist with appointment tracking, reminders, and calendar coordination Support billing, invoice, or payment-related administrative tasks as assigned Help prepare documents, notices, letters, checklists, and reports Maintain confidentiality of resident, family, employee, and facility information Communicate professionally with caregivers, managers, families, and outside partners Assist with special projects and other administrative duties as needed What We're Looking For We are looking for someone who is organized, trustworthy, and comfortable working in a care-focused environment. The right person should be able to stay on top of details while also being kind, patient, and respectful when communicating with others.

Preferred qualifications:

Administrative assistant, office assistant, receptionist, or clerical experience preferred Experience in healthcare, senior care, residential care, home care, assisted living, or a medical office is a plus Strong organization and follow-up skills Good written and verbal communication skills Comfortable using email, phone, computer systems, online forms, and basic office software Ability to handle confidential information with professionalism Ability to stay calm and respectful when communicating with families or staff Strong attention to detail and accuracy Ability to manage multiple tasks and deadlines Dependable attendance and punctuality Positive attitude and willingness to support the team Preferred but Not Required Experience with resident records or care facility documentation Experience with scheduling, task tracking, or compliance paperwork Experience supporting a residential care facility, senior care facility, or healthcare office Bilingual skills are a plus Work Environment This position is performed in a residential care facility and office environment. The role may involve sitting at a desk, using a computer, answering phones, organizing files, communicating with staff and families, and occasionally walking through the facility as needed. Because this role supports a care environment, professionalism, confidentiality, compassion, and reliability are essential. Why Join Timeless Care Inc.? At Timeless Care Inc., your work matters. As an Administrative Assistant, you help create an organized, welcoming, and supportive environment for residents, families, and the care team. You will be part of a mission-driven facility that values dignity, respect, communication, and compassionate care.

Pay:

$18.00 - $20.00 per hour

Work Location:

In person