Home Care Admin Assistant

Home Care Administrative Assistant (Client & Caregiver Coordination)

Location: Remote
Employment Type: Full-Time

Overview

We are seeking a proactive and highly organized Administrative Assistant to support day-to-day operations for a growing service-based organization. This role will serve as the primary point of contact for both clients and field staff ensuring smooth communication accurate documentation and efficient coordination across the business.

This position is designed to take over the majority of administrative responsibilities from the owner allowing leadership to focus on growth and operations.

Key Responsibilities

Client & Caregiver Communication (High Priority)

• Serve as the first point of contact for all inbound calls texts and emails
• Professionally handle inquiries from both clients and caregivers
• Answer common questions resolve basic issues and escalate when necessary
• Communicate updates schedule changes and important information clearly

This is a high call-volume client-facing role requiring strong verbal communication and clarity over the phone

Scheduling & Coordination

• Assist with caregiver and client scheduling adjustments as needed
• Communicate schedule updates and changes in real time
• Coordinate logistics between internal staff and clients

Scheduling is not the primary responsibility but accuracy and responsiveness are critical

Recruiting & Onboarding Support

• Assist with screening applicants based on defined criteria
• Coordinate interviews and candidate communications
• Review onboarding documents (I-9 W-4 etc.) for completeness and accuracy
• Support new hire onboarding workflows

Documentation & Administrative Support

• Prepare and send digital documents for client and employee signatures
• Pre-fill forms and documentation when information is available
• Maintain accurate and organized records
• Respond to documentation-related inquiries
• Most documentation is handled via digital signatures requiring comfort with online tools

Qualifications

• 25 years of experience in administrative support customer support or coordination roles
• Strong verbal English communication with clear and neutral pronunciation
• Experience handling inbound phone support in a client-facing role
• High attention to detail especially with documentation and data accuracy
• Ability to multitask and manage a high volume of communication channels
• Comfortable working directly with business owners in a fast-paced environment

Preferred Experience

• Experience in healthcare home care or service-based industries
• Familiarity with onboarding documentation (I-9 W-4 etc.)
• Experience supporting both customers and internal staff simultaneously
• Previous remote work experience with U.S.-based teams

Success in This Role Looks Like

• Owner is no longer handling daily calls emails and admin tasks
• Clients and caregivers receive fast clear and professional responses
• Documentation and onboarding processes are completed accurately and on time
• Communication flow across the business is smooth and reliable

Required Experience:

Junior IC