Company: HealthChoice Waiver Services, LLC
Schedule: Monday – Friday, 8:30 AM to 4:30 PM
About Us
HealthChoice Waiver Services is a Minnesota-based provider dedicated to helping individuals with disabilities live independently and thrive in their communities. We are seeking a dependable, organized and personable Client Coordinator / Office Assistant to support our client department and daily administrative operations.
Position Overview
The Client Coordinator / Office Assistant will be responsible for maintaining positive client relationships, managing client-related paperwork and supporting the daily administrative operations of our client department.
The ideal candidate is detail-oriented, professional and comfortable communicating with clients, families, case managers and internal staff. This position requires strong organizational skills, excellent communication and the ability to manage multiple responsibilities efficiently.
This is a full-time position.
Responsibilities
Client Relations & Communication
- Serve as a primary point of contact for clients, families and case managers.
- Maintain positive relationships with existing clients through regular communication and follow-ups.
- Respond to client inquiries, concerns and requests in a timely and professional manner.
- Assist with new client referrals, intake procedures and onboarding.
- Coordinate communication between clients, case managers and internal staff to support smooth service delivery.
Client Documentation & Administration
- Prepare, process and maintain client paperwork, including intake forms, service agreements and other required documentation.
- Ensure client records are accurate, organized and up to date.
- Track missing paperwork, outstanding documents and upcoming deadlines.
- Follow up with clients and case managers to obtain required documentation.
- Assist with maintaining client files in accordance with company policies and applicable requirements.
- Support management with client-related administrative tasks.
General Office Support
- Answer and direct incoming phone calls professionally.
- Manage incoming and outgoing emails, ensuring timely responses and follow-ups.
- Perform general office duties including scanning, filing and data entry.
- Assist with scheduling appointments and meetings as needed.
- Greet visitors and provide excellent customer service.
- Provide administrative support to management and other departments as needed.
Qualifications
- Previous experience in office administration, customer service or client coordination preferred.
- Experience in healthcare, home and community-based services (HCBS) or disability services is a plus, but not required.
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Proficiency with Microsoft Office (Word, Excel and Outlook).
- Ability to multitask, prioritize responsibilities and meet deadlines.
- Professional demeanor, reliability and strong interpersonal skills.
- Ability to handle confidential and sensitive information appropriately.
- Ability to work independently and as part of a team.
Why Join Us?
- Supportive and professional team environment.
- Opportunity to grow within an expanding company.
- Potential to transition from part-time to full-time employment.
- Gain valuable experience in client services and healthcare administration.
- Meaningful work that makes a positive impact in the community.
How to Apply
Interested candidates are encouraged to submit an application for consideration. We are looking for a dependable, organized and motivated individual who enjoys working with people and helping maintain excellent client services.