Receptionist/Administrative Assistant

Key Responsibilities

1. Administrative Support:
Execute general office tasks, including managing phone calls, emails, and correspondence, while ensuring the reception area remains clean and well-organized.
Maintain and update patient records, caregiver schedules, and other essential documents to ensure accurate and organized filing systems.
Assist in the preparation and distribution of reports, memos, and other documents as needed.
 
2. Communication Facilitation:
  Act as the first point of contact for clients, caregivers, and vendors, ensuring all inquiries are addressed/delegated promptly and professionally.
 Assist in coordinating communication between the administrative team, caregivers, and clients to ensure clear and timely dissemination of information.
Support the Lead Administrative Assistant in managing internal and external communication channels.
 
3. Service Coordination:
Coordinate with vendors and service providers for office maintenance, supplies, and other operational needs.
Schedule appointments and meetings, ensuring all logistics are managed efficiently.
Track and order office supplies, ensuring all necessary materials are available for uninterrupted operations.
Manage access and provide general direction to visitors.
 
4. Event Support:
Assist in organizing and coordinating staff events, meetings, and other gatherings aimed at enhancing team morale and client engagement.
Handle the logistics for events, including coordinating with vendors, arranging catering, and preparing event materials.
Participate in event planning meetings and contribute ideas for improving employee satisfaction and team building.
 
5. Data Entry and Record Keeping:
Input and update data in the company’s database, ensuring accuracy and compliance with organizational standards.
Monitor and maintain records related to service coordination and patient information.
Assist in compiling and analyzing data for reports and presentations.
 
6. Support to Lead Administrative Assistant:
 Provide direct support to the Lead Administrative Assistant by assisting with workload management, prioritizing tasks, and coordinating team activities.
 Step in to cover the responsibilities of the Lead Administrative Assistant in their absence, ensuring continuity in operations.
  Participate in training sessions and workshops to enhance skills and knowledge relevant to the role.

Qualifications

Education: High school diploma or equivalent; Associate’s degree in Business Administration or related field preferred.
Experience: Minimum of 1+ years of experience in an administrative or clerical role, preferably in a healthcare or related setting.
 
Skills:
 
 Proficiency in office management software (e.g., MS Office Suite, database management).
 Strong organizational and multitasking abilities.
 Excellent verbal and written communication skills.
 Ability to handle sensitive information with confidentiality.
 Strong attention to detail and problem-solving skills.
 
Working Conditions:
 
This position is primarily office-based