Administrative Coordinator
hace 15 días
Oakland
Job DescriptionAre you an organized, detail-oriented professional who thrives in a dynamic office setting? Do you take pride in juggling multiple priorities, communicating with clarity—even in tough conversations—and providing exceptional administrative support? 21st Century Care Solutions is seeking a dedicated Administrative Coordinator to be the steady force behind our compassionate and highly specialized care services. We manage the clients and estates entrusted to us with professionalism, empathy, and precision—working closely with family members, attorneys, trust officers, financial planners, and medical professionals. Our mission is to ensure every client receives the highest quality of care, and this role plays a central part in keeping our operations running smoothly. This position is ideal for someone who: • Excels under pressure and finds structure in fast-moving environments., • Takes initiative and gracefully owns complex responsibilities., • Is eager to learn, adapt, and grow with a mission-driven business.KEY RESPONSIBILITIES Communication & Coordination • Act as the hub of daily communication: answering calls, monitoring texts/emails/faxes, and maintaining professionalism during challenging interactions., • Schedule client appointments and manage referral tracking systems., • Support the executive team with follow-ups and special requests.Office Management & Operations, • Maintain an organized, well-functioning office space—including supplies and equipment., • Coordinate staff schedules and ensure consistent coverage., • Oversee incoming/outgoing mail and assist with on-call rotations.Client Administration & Documentation, • Scan, file, and flag important communications and documents., • Format and proofread reports with accuracy and attention to confidentiality., • Update client files in our proprietary database and prepare documents for fiduciary review.Process Improvement & Onboarding, • Document and train team members on protocols and systems., • Support onboarding of new employees and cross-train across departments., • Collaborate with finance team and provide vacation coverage as needed.Required Skills & Qualifications, • Seasoned multitasker with 3+ years of experience juggling administrative coordination, office operations, and shifting priorities with ease., • Master organizer who turns chaos into clarity and keeps everything on track—even when the pressure’s on., • Tech-savvy mindset with sharp Microsoft Office skills (Word, Excel, Outlook, PowerPoint, Teams) and a hunger to learn new tools like Dropbox, GoogleDocs, LastPass, and even AI platforms., • Clear and composed communicator—whether it’s drafting sensitive emails or navigating complex phone conversations, you speak and write with professionalism and empathy., • Process-driven thinker who’s not just great with systems, but eager to create and improve them for others., • Discreet and reliable—trusted with confidential data and sensitive situations., • Positive team energy—collaborative, curious, and committed to problem-solving with grace and grit.Preferred Qualifications, • Prior experience in a law office or fiduciary/elder care setting., • Familiarity with client data management systems., • Experience working with professionals in legal, medical, or financial services., • Thrives under pressure and consistently delivers excellence, even in the most demanding situations.Physical & Work Requirements, • Ability to wear and use a phone headset while managing call system., • Ease and comfort at sitting/standing at work station for most of a work day., • Regular use of a computer, phone, and office equipment and supplies., • Regularly receives, processes and prepares shipped boxes, parcels and packages., • Ability to ascend/descend stairs and occasionally travel within the local service area., • Must possess a valid California driver’s license, up-to-date auto insurance, and have a vehicle available for work. Must have a clean driving record (subject to motor vehicle record check). Alternative transportation methods are not feasible for the duties of this position., • Comfortable working in a collaborative office environment with moderate noise levels.Please note: All applicants will be required to complete standard assessments as part of the hiring process. Completion of these assessments is necessary to be considered for the role. Why Join Us? At 21st Century Care Solutions, you’ll work alongside a compassionate team with over 75 years of combined expertise. We value growth, accountability, and the ability to navigate complexity with care. If you're driven by meaningful work and eager to play a pivotal role in a thriving company, we’d love to meet you.
