Office Coordinator

Job Title: Office Associate / Office Coordinator
Location: 614 Darby Road, Havertown, PA 19083
Company: Amada Senior Care Philadelphia, West Suburbs

About the Position
Amada Senior Care Philadelphia, West Suburbs, is seeking a detail-oriented and organized Office Associate / Office Coordinator to join our growing team. This role is crucial in ensuring smooth office operations and supporting caregivers and clients. If you thrive in a fast-paced environment, have strong multitasking skills, and are passionate about providing excellent service, we encourage you to apply. This position plays a key role in calling leads, scheduling caregivers efficiently, supporting payroll and billing functions, and assisting in marketing efforts to grow the business.

Key Responsibilities

• Answer and respond to office calls and client inquiries promptly.
• Make marketing calls to potential clients to generate new business.
• Distribute flyers and brochures to the community, hospitals, elderly homes, VA, and community events.
• Maintain accurate documentation of client and employee information per company policy.
• Conduct weekly check-ins with caregivers to assess availability and update records.
• Validate caregiver work hours and ensure proper routing for payroll processing.
• Schedule and coordinate caregivers based on client assessments and care plans.
• Address scheduling conflicts, emergencies, and last-minute call-outs efficiently.
• Finalize next business day/weekend schedules daily and review timecards for accuracy.
• Oversee scheduling operations, including caregiver placement, case coverage, and off-hour support.
• Actively call leads, follow up on inquiries, and assist in converting them into clients.
• Recruit, interview, and onboard caregivers who meet hiring standards.
• Manage staff orientation, training, development, and retention.
• Assist in setting appointments for Customer Service and Care Coordination visits.
• Track and record Key Performance Indicators (KPIs) for operational efficiency.
• Participate in weekly staff meetings to discuss staffing needs, challenges, and census updates.
• Support payroll and invoicing processes for each billing period.
• Assist the business manager and take guidance from business manager and management.

Requirements

• Minimum of two years of supervisory/management experience in a related field.
• One to two years of caregiver scheduling and billing experience in home care.
• Strong computer skills, including proficiency in Microsoft Office and Excel.
• Valid driver’s license and reliable, insured vehicle.
• Professional demeanor and ability to foster a positive work environment.
• Strong organizational skills with the ability to multitask effectively.
• Experience with HHAeXchange and AxisCare software or similar systems.
• Experience with accounting software like QuickBooks and payroll software like ADP or iSolved is a plus.
• Valid work authorization is required; candidates must not need sponsorship for work.
• This is a onsite role.

Benefits

• Health insurance
• Paid time off
• Referral program

If you are an organized professional who thrives in a supportive and client-focused environment, we’d love to hear from you! Apply today to join our dedicated team at Amada Senior Care.

Job Types: Part-time, Contract

Pay: $13.00 - $16.00 per hour

Expected hours: 32 per week

Benefits:

• Health insurance
• Paid time off
• Parental leave
• Referral program

Schedule:

• 8 hour shift

Experience:

• Home Care Office Management: 1 year (Required)
• Caregiver Scheduling: 1 year (Required)
• Billing: 1 year (Required)
• Axiscare: 1 year (Required)
• HHAexchange: 1 year (Required)
• QuickBooks: 1 year (Preferred)

Work Location: In person

Salary : $13 - $16