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Job Description
Administrative & Operational Assistant(Home Care) M-F- •8a-5p• - On-site Amada Senior Care of Bucks/Montgomery is seeking a motivated individual to provide administrative, customer service, scheduling, and compliance support to ensure efficient office operations. Serves as a primary point of contact for clients, caregivers, employees, vendors, and visitors. We offer a positive work environment with tremendous growth potential. Your contributions will truly make a difference in the lives of seniors, their families and our most treasured asset, our clients. Responsibilities for
Administrative & Operational Assistant:
• Answer phones, greet visitors, and manage office correspondence. Schedule appointments, meetings, interviews, and caregiver shifts. Maintain client, caregiver, employee, and vendor records in company systems (including AxisCare, if applicable). Assist with client intake, onboarding paperwork, and caregiver credential tracking. Support payroll, billing, invoicing, and data entry functions. Monitor compliance documents, training records, certifications, and background checks. Prepare reports, forms, administrative documents, meeting outlines, task lists, & follow-up notifications Maintain office supplies, filing systems, and overall office organization. Provide excellent customer service and resolve routine inquiries. Support recruiting activities, including interview scheduling and applicant tracking.
Knowledge and Skills:
Strong organizational and time management skills. Excellent verbal and written communication abilities. Exceptional customer service and interpersonal skills. Strong attention to detail and accuracy. Ability to maintain confidentiality and handle sensitive information. Ability to prioritize tasks and work independently. Problem-solving and critical-thinking abilities. Professional appearance and demeanor.
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with scheduling and workforce management software preferred. Experience with AxisCare or similar home care software preferred. Ability to learn new software systems quickly. Accurate data entry and reporting skills.
Client Services Support:
Assist with new client intake and onboarding documentation. Maintain client records in company software systems, including AxisCare. Coordinate communication between clients, family members, caregivers, and office staff. Assist with service inquiries and follow-up activities. Support care plan updates and administrative documentation. office staff. Assist with service inquiries and follow-up activities. Support care plan updates and administrative documentation.
Caregiver Scheduling and Staffing:
Assist with caregiver scheduling and shift coordination. Help manage call-offs, schedule changes, and coverage requests. Communicate staffing needs to caregivers and office management. Monitor schedules to ensure proper staffing coverage.
Compliance and Credential Management:
Maintain caregiver personnel files and compliance records. Track caregiver certifications, licenses, training, background checks, and other required documentation. Assist with onboarding and credential verification for new hires. Ensure documentation remains current and compliant with company policies and Pennsylvania regulations. Assist with preparation for state surveys, audits, and accreditation reviews.
Recruiting and Hiring Support:
Schedule applicant interviews. Assist with applicant tracking and onboarding paperwork. Communicate with prospective caregivers throughout the hiring process. Maintain recruitment records and applicant files.
Qualifications:
High school diploma or equivalent required; associate degree preferred. 2+ years of administrative, customer service, healthcare, or home care experience preferred. Strong organizational, communication, and multitasking skills. Proficiency in Microsoft Office (Word, Excel, Outlook). Ability to maintain confidentiality and work independently.
Physical Requirements:
Ability to work at a computer for extended periods and occasionally lift up to 25 pounds
Job Type:
Full-time Pay:
$15.00 - $25.00 per hour
Benefits:
401(k) 401(k) matching Health insurance Paid time off Referral program Vision insurance
