Administrative Assistant - Full-time / Part-time

About Comfort Keepers

Celebrating their 20 year anniversary in 2018, Comfort Keepers of West Los Angeles is one of the world’s leading providers of In Home Care to those in need. Our carefully handpicked caregivers provide everything from meal preparation, transportation, companion care, all the way to personal care to our clients. We are one big family at Comfort Keepers, where everyone takes care of each other. We strive to ensure that everyone in our family receives the most thorough attention to all of their in-home needs. Above all, our goal is to bring JOY to all of the seniors who we help every single day!

Job Summary:

Under the general supervision of the General Manager/Owner, is responsible for accurately scheduling of qualified caregivers based on all new and current clients. Will also need to perform clerical duties that revolve around managing and distributing information within the office, caregivers and clients. 

Qualifications:

High School diploma or GED and two years related experience and/or training; or equivalent combination of education and experience.  At least two years experience in a business office environment. 

Requires proficiency in word processing and computer skills (Office, Excel, Power Point). 

Must possess above average human relations, customer service, and emotional intelligence. Critical to have excellent communication, interpersonal and organizational skills.  Must be able to work under time pressures, prioritize, and manage multiple demands simultaneously.  Excellent telephone etiquette and communication skills are necessary.

Essential Functions:

• Schedules shifts and hours by matching caregiver qualifications and availability to clients needs and personality.
• Communicates new assignments and/or schedule changes to caregivers and clients.
• Processes incoming mail.  Answers routine correspondence.  Prepares outgoing mail.  Files correspondence and other records.
• Establish initial and maintain client and employee records
• Assists in client and caregiver scheduling and matching based upon caregiver’s experience and personality. Interact with clients and caregivers on the phone and email.

• Helps to ensure all new employees are hired in accordance with human resource and state of California guidelines.
• Follows all office communication and documentation protocols to ensure excellent service to clients, staff, potential and inactive clients including, Google Calendar and ClearCare.
• Ensure a platinum experience for every client despite the challenging nature of many situations. Provides transparent communication to all clients for any status updates, and ensures that the office is updated regarding any client updates.

• Follow up with clients and caregivers about the level of service they received
• Processes either manually or via computer, the data necessary to initiate accurate payroll and billing processes.
• Participates in on-call rotation as assigned. 
• Participates in client case conferences as requested by immediate supervisor.
• May assist with the input, verification, and release of billing and payroll information as well as the assembly of data for financial reporting purposes.
• Works with Care Coordinator to assist in resolution of caregiver issues

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