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Senior Manager, Learning & Knowledge Management
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Home Instead

Office Coordinator

Vancouver, BC, Canada

$57,000 annually · Full-time

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Job details

Pay: $57,000 annually
Job type: Full-time
Apply by: Dec 4, 2026
Experience: Minimum 1 year in office administration, coordination, customer service, or sales-related roles; senior care or healthcare experience is an asset.
Posting language: English
Posted: Nov 4, 2026

Original job description

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:

$57,000 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 within the company.
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.

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More about this job

Responsibilities

Welcome visitors and manage incoming and outgoing calls, client inquiries, care consultation scheduling, and follow-ups with prospective clients and partners. Coordinate office activities and meetings, maintain client and CAREGiver records, and assist with hiring, billing, payroll, scheduling, background checks, and office supplies.

Requirements

Requires a high school diploma or equivalent and at least one year of experience in office administration, coordination, customer service, or sales; post-secondary education and senior care or healthcare experience are assets. Candidates should have strong communication, organization, client engagement, and follow-up skills, proficiency with Microsoft Office and preferably Salesforce and WellSky, and a valid driver’s license with access to a vehicle.

Skills

Office Administration
Customer Service
Client Engagement
Verbal Communication
Written Communication
Lead Follow-Up
Sales
Scheduling
Event Coordination
Recordkeeping
Microsoft Office
CRM Systems
Salesforce
WellSky
Confidentiality
Prioritization

Benefits

Extended Health Benefits
RRSP Matching
Professional Development
Career Growth Opportunities
In-House Training
Team-Building Activities
Social Events

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Client Engagement
Customer Service
Senior Care
Home Support
Care Consultations
Lead Follow-Up
Sales
Inbound Calls
Outbound Calls
Event Coordination
Meeting Minutes
Client Records
CAREGiver Records
Hiring
Reference Checks
Billing
Invoicing
Payroll
Scheduling
Criminal Background Checks
Department of Motor Vehicle Checks
Microsoft Office
Word
Excel
Outlook
CRM Systems
Salesforce
WellSky
Confidentiality

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