Office Coordinator

iHomecare Solutions•Pittsburgh, PA

About The Position

We are seeking a dedicated and organized Office Coordinator to join our team. This role is critical in ensuring smooth office operations by greeting visitors, managing phone calls, and providing clerical support to the Leadership Team and other departments. The Office Coordinator also ensures compliance with company policies and procedures and assists with a variety of administrative tasks.

Requirements

Experience in the healthcare/home care field is required.
Proficiency in Microsoft Outlook, Word, and Excel.
Strong organizational, communication, and multitasking skills.
Ability to work both independently and as part of a team.

Nice To Haves

Bachelor’s degree is preferred.
Experience with WHEN I WORK, ADP, EVV, and HHA Exchange is a plus.

Responsibilities

Answer and direct incoming calls promptly, taking messages as needed.
Greet visitors and clients, notifying appropriate staff of their arrival.
Ensure all communications (incoming and outgoing) adhere to company guidelines.
Maintain an accurate and organized filing system in compliance with State regulations.
Provide clerical support and backup to all departments, as needed.
Schedule and manage appointments using Outlook calendar.
Receive, sort, and distribute incoming mail and prepare outgoing mail.
Maintain office supply inventory and place orders when necessary.
Learn and utilize office systems such as When I Work, ADP, EVV, and HHA Exchange.
Assist with recruiting and complete the hiring process for new employees.
Facilitate new employee orientation.
Perform monthly exclusion checks (SAMS, LEIE, MEDICHECK).
Track employee training and certifications via the Relias Platform.
Issue disciplinary actions, including retraining and coaching, as needed.
Maintain employee files, including tracking CPR certifications, physicals, TB tests, and background checks.
Record and manage employee call-offs and cover shifts accordingly.
Oversee the process for approving or denying time-off requests.
Monitor and track employee overtime, early/late punches, and absenteeism.
Manage the company cell phone.
Schedule and maintain employee shifts in WHEN I WORK/HHA Exchange and ensure accurate reporting.
Record missed shifts and maintain reports for MCO compliance.
Conduct community outreach, new client assessments, and employee visits in the field (1-2 days per week).
Track and manage employee performance evaluations (30-day, 6-month, and annual).
Interview and hire Direct Care Workers, checking references as part of the process.
Perform new hire placement and direct observation within the first week of employment.
Facilitate employee introductions and provide ongoing field supervision.
Maintain client eligibility updates and track missed shifts.
Ensure accurate and complete employee and client files.