Office Administrator

$43,680 - $49,920/Yr

Trusted Touch Healthcare - Washington, DC

Part-time - Entry Level

Washington, DC

Ambulatory Health Care Services

About the position

As the Bilingual Home Healthcare Assistant at Trusted Touch Healthcare, you will be an integral part of our team, ensuring the smooth operation of our care services. This role is essential in providing compassionate care to our elderly clients, particularly those with Alzheimer's and Dementia, who prefer to remain in their homes. You will be responsible for coordinating caregiver staff work schedules, collaborating with company directors and clients, and providing vital administrative support to the Managing Director. Your work will directly contribute to fulfilling our mission of delivering high-quality care, requiring you to manage client contracts, billing, and employee scheduling with precision and efficiency. In this position, you will engage in talent acquisition and pipeline management, which involves building, identifying, and acquiring talent by reviewing resumes, conducting interviews, and recommending hires to the directors. You will also maintain a database of potential future hires. Scheduling will be a key responsibility, as you will coordinate caregiver staff schedules, including work shifts, holidays, and time off, while also orienting and training new staff on company policies and procedures. Your administrative support will include assisting with clerical projects such as taking meeting minutes, drafting correspondence, and responding to inquiries. You will provide support to directors, accountants, and external consultants as needed. Additionally, you will manage client information by collecting, tracking, and maintaining highly confidential client data. Financial coordination will be part of your duties, ensuring the timely receipt, processing, and distribution of reports and invoices, as well as revising and drafting client invoices and contracts. You will also be responsible for employee payroll preparation and submission to the CPA. Budget management is another critical aspect of your role, where you will track and monitor marketing budgets, prepare monthly budget reports, and manage company expenses. Lastly, you will coordinate events by arranging meetings, marketing activities, and special client events, including handling logistics and catering. This position is on-site at our Washington, DC office, and requires flexibility to work at the Rockville location as needed.

Responsibilities

• Build, identify, and acquire talent by reviewing resumes, conducting interviews, and recommending hires to the directors.
• Maintain a database of potential future hires.
• Coordinate caregiver staff schedules, including work shifts, holidays, and time off.
• Orient and train new staff on company policies and procedures.
• Assist with clerical projects, including taking meeting minutes, drafting correspondence, and responding to inquiries.
• Provide support to directors, accountants, and external consultants as needed.
• Collect, track, and maintain highly confidential client information.
• Ensure the timely receipt, processing, and distribution of reports and invoices.
• Revise and draft client invoices and contracts.
• Prepare and submit employee payroll to CPA.
• Track and monitor marketing budgets, prepare monthly budget reports, and manage company expenses.
• Arrange meetings, marketing activities, and special client events, including handling logistics and catering.

Requirements

• Bilingual in English and Spanish
• Minimum of two years of college or an Associate's Degree
• Administrative experience of at least 1 year
• Microsoft Office experience of at least 1 year
• Must have reliable transportation
• Flexibility to work in the DC Office and sometimes at the Rockville location

Nice-to-haves

• Experience in event planning
• Ability to commute to Washington, DC 20035

Benefits

• Paid time off