Office Assistant

The Office Assistant is a member of the Administrative Team and provides clerical and administrative support in the areas of new client intake, general office operations, billing, and marketing. This position plays an important role in supporting the Aging Well Eldercare team, assisting with daily office activities, and ensuring smooth and efficient operations. All duties are performed in accordance with the philosophy, mission, standards, policies, and procedures of Aging Well Eldercare.

This is an excellent opportunity for individuals interested in gaining professional office and customer service experience while working in a collaborative, service-oriented environment.

Position Schedule & Hours

This is a part-time, in-office position of up to approximately 20 hours per week. The anticipated schedule will include Mondays and Wednesdays, with some flexibility in scheduling based on the needs of the office.

Essential Duties & Responsibilities

Answer, screen, and direct incoming telephone calls in a professional, courteous, and timely manner.

Assist with the new client intake process, including responding to initial inquiries, gathering and documenting caller information, communicating with the Intake Team, and following up as directed.

Enter and update client information in the company's database (FileMaker/CareView), ensuring accuracy and completeness.

Provide general administrative support, including filing monthly client invoices and summaries, scanning documents, and maintaining organized records.

Assist staff with administrative requests, including sending and forwarding faxes, scheduling Zoom meetings, and monitoring requests received through the Office Team email group.

Update and maintain client records and marketing contact lists, including information in Constant Contact.

Assist with maintaining company Google calendars, including updating on-call schedules as needed.

Collaborate with members of the Administrative Team on special projects related to billing, marketing, and office operations, such as preparing client birthday and holiday cards and assisting with surveys.

Operate general office equipment, including copiers, scanners, and telephone systems.

Perform additional administrative duties and special projects as assigned.

Required Skills, Education & Experience

High school diploma or equivalent preferred.

Excellent written and verbal communication skills.

Strong interpersonal and customer service skills, particularly when interacting with older adults and their families.

Strong organizational skills and attention to detail.

Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

Ability to work collaboratively with team members and adapt to changing office needs.

Proficiency with Google Workspace and familiarity with database systems preferred.

Ability to handle confidential and sensitive information with professionalism and discretion.

Physical Demands & Work Environment

Prolonged periods of sitting at a desk and working on a computer.

Ability to occasionally lift up to 15 pounds, including office supplies or file boxes.