Office Coordinator

Job Title: Office Coordinator
Location: Vancouver, BC

Schedule: Monday to Friday, 8:30 AM - 4:30 PM

About Home Instead
Home Instead is a global leader in providing non-medical home support to seniors. Our mission is to enhance the lives of aging adults and their families. We are seeking a compassionate and proactive Office Coordinator to join our team, serving as the first point of contact for clients, families, and CAREGivers.

Position Overview
The Office Coordinator ensures a professional, welcoming, and organized office environment while supporting client engagement, team initiatives, and daily operations. This role requires strong communication, organizational, and sales-related skills to connect with clients and partners effectively.

Primary Responsibilities

• Greet clients, families, and visitors warmly and professionally.
• Answer and manage incoming calls, providing information, addressing inquiries, and directing calls to the appropriate staff.
• Conduct outbound calls to follow up with potential clients, partners, and survey participants.
• Field new client inquiries and schedule care consultations, promoting Home Instead services when appropriate.
• Coordinate company events, projects, and meetings efficiently.
• Attend weekly team meetings and take comprehensive minutes.
• Maintain accurate client and CAREGiver records in the operating system.
• Communicate openly and professionally with the owner, colleagues, and CAREGivers.
• Uphold Home Instead standards in all interactions and processes.

Secondary Responsibilities:

• Assist in hiring processes, including processing applications and conducting reference checks for prospective CAREGivers.
• Support billing processes, including client invoicing and CAREGiver payroll.
• Assist with mailing invoices, payroll statements, and other documentation.
• Support scheduling needs as required.
• Process criminal background checks and Department of Motor Vehicle checks.
• Maintain office inventory, supplies, and cleanliness.
• Perform other duties as assigned.

Qualifications & Skills:

• Minimum high school diploma or equivalent; post-secondary education in business, office administration, or related fields is a plus.
• Minimum 1 year in office administration, coordination, customer service, or sales-related roles; senior care or healthcare experience is an asset.
• Excellent verbal and written communication skills.
• Ability to engage potential clients, provide information, and promote services effectively.
• Experience building relationships and following up to convert leads into consultations or clients.
• Strong ability to prioritize tasks, manage schedules, and coordinate multiple responsibilities efficiently.
• Proficient in Microsoft Office (Word, Excel, Outlook) and experience with CRM systems and Scheduling System (Salesforce and Wellsky preferred).
• Friendly, professional, and approachable; able to maintain confidentiality and work collaboratively.
• Capable of handling client inquiries, office challenges, and scheduling issues independently.
• Valid driver's license and access to a vehicle; commitment to upholding company standards and values.

What We Offer:

• $55,000 annually
• Eligible for Extended health benefits after completing 3 months of probationary period
• RRSP Matching after 1 year of employment
• A supportive, collaborative, team-oriented environment.
• Opportunities for professional development and career growth.
• Access to in-house training programs to enhance skills.
• Team-building activities and social events.

Why Join Us
If you are passionate about making a difference in the lives of seniors and enjoy a role that combines office administration with client engagement and customer service, we'd love to hear from you.

Home Instead is an equal opportunity for employer.
We do not discriminate based on race, religion, sexual orientation, national origin, political affiliation, disability, age, marital status, medical history, parental status, or genetic information. We celebrate diversity and are committed to creating an inclusive environment for all employees.