Client Coordinator/Office Assistant

Job Description

Job DescriptionCompany: 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.

Please submit your application through our website:
https://healthchoicewaiver.com/employee-application