Administrative Coordinator - Homecare

The Administrative Coordinator is a key operational role responsible for managing critical administrative tasks that support seamless client care delivery and efficient business operations. This position bridges administrative coordination, caregiver support, and client-focused processes to ensure consistent, high-quality care and organizational excellence.

A Day in the Life

• Process and maintain employee records, ensuring compliance.
• Support with employee onboarding processes and employee folder management.
• Administrative oversight of job postings and other recruiting funnels.
• Approve and adjust clock-ins and clock-outs in preparation for payroll.
• Customize and manage client contracts using HubSpot & DocuSign templates.
• Update and maintain organized client folders, documenting changes and communications.
• Prepare bi-weekly invoices for clients, ensuring accurate mileage and expense tracking.
• Track stock levels of PPE & essential supplies, organizing timely deliveries to client homes.
• Coordinate services for clients, booking appointments with our network of specialists or with external vendors.
• Summarize caregiver shift notes, preparing detailed and insightful family reports for approval.

Key Responsibilities

1. HR Administration
• Oversee employee onboarding processes in systems like Sling and Push payment processing.
• Maintain accurate and up-to-date employee folders and records, conducting regular compliance checks.
• Administrative management of job postings and recruiting funnels.
2. Client Administrative Coordination
• Use DocuSign templates to customize contracts as directed by CS team
• Ensure organized and up to date client records and folders.
• Generate bi-weekly invoices for client services, including mileage and additional expenses.
• Schedule recurring check-ins between clients and care managers according to the established
• Create and administer client profiles and newsfeeds in scheduling software, ensuring only authorized care providers are included to comply with privacy laws.
• Track and report client related expenses to ensure accuracy and transparency.
3. Supply and Logistics Administration
• Order & coordinate timely delivery of supplies to client homes as directed by the care manager.
• Maintain records of supply flow through to assist with projections.
4. Client Service Coordination
• Book medical, maintenance, and other services as directed by the care manager.
• Schedule recurring check-ins between clients and care managers according to the established cadence.
• Create and manage tasks in HubSpot for regular client communications, including family updates and check-ins.
• Liaise with a network of specialists and vendors to meet client needs.
5. Family Reporting
• Summarize caregiver shift notes, identifying themes and valuable insights for family reports.
• Follow templates and submit reports to care managers for approval.

• Experience: 2-4 years in administrative coordination, payroll, or a related role.

• Technical Skills: Familiarity with platforms like Sling, HubSpot, DocuSign, and invoicing tools.
• Organizational Skills: Ability to manage multiple responsibilities and meet deadlines.
• Communication: Strong verbal and written communication skills to liaise with teams and families.
• Problem-Solving: Resourceful in managing and solving operational challenges effectively. Actively suggesting creating solutions to improve operational efficiency.

Key Competencies

• Attention to detail and accuracy.
• Proactive and resourceful.
• Strong multitasking abilities.
• Professional and empathetic communication.
• Adaptability in a dynamic environment.

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

• Payment: All payments for your services will be handled directly by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will go directly to you.
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the client's discretion. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary: $900 - $1100 / month
Schedule US Mountain Time Zone