Administrative Assistant & Office Coordinator

Job Description

Job Description

Position Summary

We are seeking a compassionate, organized, and proactive Administrative Assistant & Office Coordinator to join our growing mobility and accessibility company. Our mission is to improve the lives of seniors and individuals with disabilities by providing mobility solutions and exceptional customer service.

The ideal candidate enjoys helping people, has excellent administrative and communication skills, and is comfortable managing a variety of office, HR, and marketing responsibilities. Experience with mobility equipment, durable medical equipment (DME), healthcare, or disability services is highly preferred.

Key Responsibilities

Administrative & Office Support

• Answer phones, respond to emails, and greet customers in a professional and friendly manner.
• Schedule appointments, deliveries, and service calls.
• Maintain client records, files, and office documentation.
• Assist with invoicing, record keeping, and general office organization.
• Order office supplies and coordinate vendor services as needed.
• Support management with special projects and day-to-day operations.

Human Resources & Benefits Administration

• Assist with employee onboarding and personnel file maintenance.
• Coordinate employee benefit administration, including health insurance enrollments and renewals.
• Support Workers' Compensation reporting and documentation.
• Assist with 401(k) administration and employee communications.
• Help maintain HR compliance records and confidential employee information.

Marketing & Social Media

• Create and schedule social media posts across company platforms.
• Update website and online business listings as needed.
• Share customer success stories, product information, and company updates.
• Assist with community outreach and marketing initiatives.
• Monitor social media engagement and respond appropriately to inquiries.

Customer Service

• Provide exceptional support to customers, caregivers, healthcare professionals, and referral partners.
• Help customers navigate mobility and accessibility solutions.
• Demonstrate empathy, professionalism, and a commitment to improving quality of life.

Qualifications

Required

• High school diploma or equivalent.
• Minimum of 2 years of administrative or office experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Positive attitude and genuine passion for helping others.

Preferred

• Associate degree or college coursework.
• Experience in healthcare, disability services, mobility equipment, or Durable Medical Equipment (DME).
• Experience with HR administration, benefits management, or payroll support.
• Experience managing social media accounts for a business.
• Familiarity with insurance processes and customer service in a healthcare-related environment.

Desired Traits

• Compassionate and service-oriented
• Self-motivated and dependable
• Detail-oriented and organized
• Comfortable working in a small-business environment
• Able to prioritize multiple responsibilities
• Professional, friendly, and team-focused

Benefits

• Competitive pay based on experience
• Paid time off
• Health insurance options
• 401(k) participation opportunities
• Meaningful work that makes a difference in the lives of seniors and individuals with disabilities
• Supportive small-business culture