Office Assistant

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 and ensuring smooth day-to-day office operations. These 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.

Essential Duties & Responsibilities:

• Answer, screen, and direct incoming calls to appropriate staff members in a professional and courteous manner.
• File monthly client invoices and summaries in the appropriate client files.
• Assist the Intake Team with the intake process by greeting all new callers and sharing information with the team; following up as needed; and entering information into the client database (FileMaker/CareView).
• Support staff requests including sending and forwarding faxes, setting up Zoom meetings, and monitoring email requests sent to the Office Team email group.
• Update & maintain records in client database and update mailing lists within the marketing database (Constant Contact).
• Supports the Administrative Specialist with ensuring that the company Gmail calendars remain up-to-date with on-call schedules as needed.
• Collaborates with other members of the Administrative Team on special projects related to marketing & billing such as preparing client birthday cards, preparing client holiday cards, and creating surveys as needed.
• Operates office machines including copiers, scanners, and phone systems.
• Perform additional administrative duties as assigned.

Supervisory Responsibilities:

• None

Required Skills, Education, & Experience:

• High school diploma or equivalent preferred.
• Excellent written and verbal communication skills.
• Strong interpersonal & customer service skills, especially with older adults.
• Proficiency with Google Workspace and experience working within database systems preferred.
• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks, manage time effectively, and meet deadlines.

Physical Demands & Work Environment:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to occasionally lift up to 15 pounds, including office supplies or file boxes.

The duties and responsibilities listed in this job description describe the general nature of the Office Assistant position. The duties are subject to change and new ones may be assigned at any time with or without notice.