Administrative Coordinator / Receptionist

Administrative Coordinator / Receptionist King’s Nursing \& HomeCare Schedule: Monday–Friday, 9:00 AM–5:00 PM Hours: 40 hours per week Pay: Starting at $17\.00 per hour Reports To: Office Manager and/or Designated Agency Leadership Benefits: Employee benefits are currently under development, with anticipated availability beginning January 2027\. Additional information regarding eligibility and available benefit options will be provided as plans are finalized. Position Summary King’s Nursing \& HomeCare is seeking an organized, dependable, proactive, and adaptable Administrative Coordinator/Receptionist who is ready to work in a growing, fast\-paced healthcare agency. The ideal candidate is comfortable multitasking, takes initiative, communicates professionally, learns new systems quickly, and can manage changing priorities while maintaining accurate follow\-through. This position provides front\-office, clerical, scheduling, referral, intake, and general administrative support across multiple agency service lines. It offers a consistent weekday schedule within a growing healthcare organization and an opportunity to learn multiple areas of home\-care administration. This is an administrative support position. The Administrative Coordinator/Receptionist works under designated agency leadership and does not independently oversee clinical operations, nursing services, behavioral health programs, or functions reserved for licensed or designated program leadership. Primary ResponsibilitiesFront Office \& Communication Answer incoming telephone calls professionally and promptly during business hours. Maintain consistent front\-office coverage during scheduled working hours unless on an approved break or temporarily assigned elsewhere. Greet and assist clients, employees, visitors, vendors, and other guests. Route calls and messages to the appropriate staff member or department. Check agency voicemail regularly and route messages promptly. Document telephone calls and messages when required. Make routine client, caregiver, employee, and referral follow\-up calls as assigned. Provide general non\-clinical information regarding agency services. Receive deliveries and routine office communications. Escalate clinical, behavioral health, compliance, complaint, or urgent matters to the appropriate program lead. Fax, Email \& Document Management Monitor designated fax and email systems throughout the workday. Send, receive, and appropriately route faxes and electronic documents. Upload documents into designated agency systems. Scan, copy, label, organize, and file documents accurately. Send documents through DocuSign and other approved electronic signature systems. Track and follow up on missing signatures and routine paperwork. Notify the appropriate lead when required documentation remains outstanding. Maintain confidentiality and HIPAA\-compliant handling of protected information. Scheduling \& Calendars Maintain designated agency calendars under leadership and program\-lead oversight. Enter appointments and scheduled activities into designated systems. Schedule routine appointments and visits after receiving approved scheduling instructions. Communicate approved appointment information to clients, staff, facilities, and other appropriate parties. Document scheduling communications. Notify the appropriate lead promptly regarding cancellations, scheduling conflicts, inability to reach clients, staffing barriers, or other issues. The Administrative Coordinator/Receptionist may execute approved scheduling tasks but does not independently determine clinical visit frequency, interpret clinical orders, assign clinical staff, or make clinical scheduling decisions. Referral \& Intake Support Receive and document incoming referrals. Gather routine demographic, insurance, and administrative information. Upload and organize referral documentation. Route referrals to the appropriate program lead for review and acceptance. Follow up for missing referral documentation as directed. Communicate routine referral status updates when authorized. Maintain assigned referral tracking systems. Assist with intake paperwork and electronic signature packets. The Administrative Coordinator/Receptionist does not independently accept clinical referrals, determine eligibility, establish plans of care, interpret clinical orders, or make clinical decisions. Behavioral Health Administrative Support Assist with behavioral health referrals and intake processes. Collect required demographic, insurance, referral, and administrative information. Upload and organize referral documentation. Send intake forms and DocuSign packets. Follow up for missing administrative paperwork. Schedule routine appointments or activities as directed. Maintain administrative records according to established agency procedures. Route clinical or service\-related questions to designated behavioral health leadership. Behavioral health program leadership retains responsibility for program oversight, service requirements, documentation standards, and critical program functions. General Administrative Support Maintain organized electronic and paper records. Perform routine data entry. Maintain assigned administrative tracking logs. Prepare routine correspondence and documents. Assist with administrative components of employee onboarding and orientation. Follow up with staff regarding missing routine forms or documents. Assist leadership and program leads with administrative projects. Operate standard office equipment, including printers, scanners, copiers, fax systems, and related technology. Perform other appropriate clerical and administrative duties as assigned. Daily Task Management \& Follow\-Through This position requires someone who can take ownership of assigned work and follow tasks through to completion. The Administrative Coordinator/Receptionist is expected to: Review messages, referrals, faxes, scheduling items, paperwork, and assigned follow\-up throughout the workday. Prioritize competing administrative responsibilities appropriately. Shift efficiently between telephone calls, visitors, referrals, scheduling, document processing, and other office responsibilities. Review outstanding tasks before the end of each shift. Complete assigned work within established deadlines. Document completed work and required follow\-up. Promptly communicate barriers or missing information to the appropriate supervisor or program lead. Ask for clarification when needed rather than allowing assigned work to remain unresolved. Troubleshoot routine office or technology issues independently and seek assistance appropriately when needed. Adapt to changing priorities and increased workflow as agency services and referral relationships expand. Notifying another staff member of an issue does not eliminate responsibility for documenting the communication and completing any assigned follow\-up. Professional Conduct \& Personal Device Use Because this position serves as a primary point of contact for the agency, professional availability and communication are essential. Maintain professional telephone, email, and in\-person communication. Remain available for front\-office responsibilities during scheduled working hours. Maintain appropriate personal cell\-phone use during working hours. Personal calls, texting, social media, FaceTime/video calls, and other non\-work\-related device use should be limited to designated breaks or urgent personal matters and must not interfere with assigned duties, telephone coverage, client service, or office operations. Maintain confidentiality and professional boundaries. Demonstrate reliable attendance and punctuality. Role Boundaries \& Accountability The Administrative Coordinator/Receptionist is responsible for accurately completing and documenting assigned administrative tasks. Program leads retain responsibility for oversight and verification of critical functions within their respective areas. The Nursing Supervisor oversees nursing operations, PCS admissions and supervisory visits, wound\-care nurse scheduling and coverage, nursing documentation review, clinical orders, clinical follow\-up, and other nursing functions. The Mental Health/Behavioral Health Lead oversees behavioral health program operations, service requirements, documentation, staff/program coordination, and other behavioral health functions. The Office Manager and/or designated agency leadership oversees administrative workflows, office procedures, task assignments, and general administrative operations. The Administrative Coordinator/Receptionist must promptly notify the appropriate lead when information is missing, an issue is identified, additional direction is required, or an assigned task cannot be completed. Minimum Qualifications High school diploma or equivalent required. Previous administrative, receptionist, medical\-office, home\-care, behavioral\-health, or healthcare experience preferred. Healthcare or home\-care administrative experience strongly preferred. Familiarity with Medicaid\-funded services, home\-care scheduling, referrals, electronic visit verification (EVV), or behavioral\-health administrative workflows is a plus. Strong organizational, multitasking, communication, and time\-management skills. Ability to work efficiently in a busy, fast\-paced, growing healthcare environment while maintaining accuracy and professionalism. Ability to manage multiple responsibilities and changing priorities throughout the workday. Strong computer and general office technology skills. Ability to confidently use email, printers, scanners, copiers, electronic fax systems, electronic records, scheduling systems, DocuSign, and other standard office technology. Ability to troubleshoot routine office issues and appropriately seek assistance when needed. Ability to learn new systems and workflows quickly. Ability to maintain confidential information and comply with HIPAA requirements. Professional telephone and customer\-service skills. Ability to work independently while appropriately seeking guidance when necessary. Self\-motivated with the ability to begin, manage, and complete assigned work without continuous prompting. Reliable attendance, punctuality, and follow\-through. What Success Looks Like A successful person in this position is someone who: Answers and routes calls promptly and professionally. Keeps voicemail, fax, email, and administrative paperwork moving. Maintains accurate records and tracking systems. Completes assigned scheduling and follow\-up activities on time. Can comfortably manage several administrative responsibilities at once. Communicates when there is a problem rather than allowing work to remain incomplete. Takes initiative and asks appropriate questions. Adapts as agency needs and priorities change. Provides professional, welcoming front\-office support. Gets assigned work done accurately and follows through. Other Duties This job description is not intended to contain a comprehensive listing of every activity, duty, or responsibility required of the employee. Duties may be modified based on agency needs, provided they remain appropriate to the position and do not require the employee to perform functions reserved for licensed clinical personnel or designated program leadership. Ready to join a growing homecare team? Contact us now! Pay: From $17\.00 per hour Expected hours: 40\.0 per week Benefits: Flexible schedule Paid time off * Professional development assistance Work Location: In person