Office Administrator

Job Description

Job Description

Job Title: Office Administrator
Company: Gaddiel Home Care Services Inc.
Department: Administration
Reports To: Administrator / Executive Director
Hourly Rate: $16 per hour

Gaddiel Home Care Services Inc. is seeking a dependable and detail-oriented Office Administrator to support the daily operations of our home care services. This position will be responsible for managing documentation, ensuring compliance, coordinating schedules, and supporting communication across the organization. The ideal candidate will play a key role in maintaining smooth workflows, handling onboarding, and ensuring accurate record-keeping to support both employees and contractors.

Key Responsibilities:

Administrative Operations:

• Conduct phone interviews and assist with onboarding processes for new hires and contractors.

• Track and monitor deadlines for essential document submissions (e.g., background checks, drug tests, TB tests) for both employees and contractors.

• Schedule credentialing appointments for employees.

• Maintain an organized and efficient office environment.

• Monitor and order office supplies in accordance with company budget guidelines.

• Manage incoming calls, take messages, and direct calls as necessary.

Chart & Compliance Management:

• Maintain and review both contractor and employee charts to ensure all required documentation is complete, up-to-date, and compliant with state regulations.

• Review daily task sheets and verify the completion of scheduled tasks.

• Notify the Administrator to schedule timely evaluations for clients and caregivers.

EVV & Scheduling Oversight:

• Oversee the Electronic Visit Verification (EVV) system to maintain accurate time records for billing.

• Adjust schedules and record time changes in the EVV system to ensure accurate payroll and billing.

• Verify that clock-in/outs and documentation are complete for all employees.

Communication & Support:

• Coordinate internal meetings and in-service training sessions; send reminders and track attendance.

• Address technical support issues promptly or escalate to IT as necessary.

• Send memos to the care team as needed to communicate important updates or information.

Additional Responsibilities:

• Monitor the progression of state-required certifications to ensure timely completion.

• Set and pursue goals to increase PCA course sales monthly to support company growth.

• Fill in and take clients to appointments when no other staff is available.