Kl Health

Position Summary

The Office Admin is responsible for overseeing the administrative, recruiting, business development, payroll support, accounting support, compliance, and operational functions of KL Health LLC. The Office Manager serves as a key member of the management team and is expected to support the growth, profitability, efficiency, and professional image of the Company.

The Office admin shall maintain a high level of professionalism, confidentiality, organization, accountability, and initiative while supporting employees, healthcare professionals, clients, vendors, and management.

PRIMARY DUTIES AND RESPONSIBILITIES

I. OFFICE ADMINISTRATION AND OPERATIONS

• Manage and oversee daily office operations.
• Ensure smooth workflow and efficient office procedures.
• Develop and maintain office systems, policies, and administrative procedures.
• Coordinate office activities and administrative functions.
• Manage office supplies, equipment, furniture, and inventory.
• Coordinate maintenance and repair of office equipment.
• Maintain organized physical and electronic filing systems.
• Prepare reports, presentations, spreadsheets, and correspondence.
• Answer, screen, and direct incoming telephone calls.
• Manage incoming and outgoing mail and deliveries.
• Coordinate meetings, conferences, interviews, and company events.
• Maintain company calendars and scheduling systems.
• Support management with special projects and operational initiatives.
• Ensure professional appearance and organization of the office environment.

II. HUMAN RESOURCES AND RECRUITMENT

• Manage all phases of healthcare recruiting.
• Source candidates through job boards, social media, referrals, networking, cold outreach, and recruiting databases.
• Review applications and resumes.
• Conduct initial candidate screenings and interviews.
• Verify employment references.
• Coordinate credential verification and background screening.
• Maintain recruiting databases and applicant tracking systems.
• Schedule interviews between candidates and management.
• Prepare employment offers and onboarding documents.
• Facilitate employee onboarding and orientation.
• Track employee performance and retention.
• Assist in employee relations matters.
• Participate in job fairs and recruiting events.
• Develop relationships with schools, healthcare programs, and professional organizations.
• Assist with employee engagement and retention initiatives.
• Maintain employee personnel files.

III. BUSINESS DEVELOPMENT AND CLIENT ACQUISITION

The Office admin shall actively participate in business development and revenue-generating activities.

Responsibilities include:

• Conducting cold calls to hospitals, nursing homes, LTACHs, rehabilitation facilities, physician groups, home health agencies, clinics, and other healthcare organizations.
• Making outbound sales calls to prospective clients.
• Conducting cold email campaigns and follow-up communications.
• Developing relationships with decision makers and hiring managers.
• Researching potential healthcare clients and staffing opportunities.
• Maintaining and updating prospect databases.
• Scheduling client meetings and presentations.
• Following up with leads and prospects.
• Supporting contract negotiations and business proposals.
• Tracking business development activities and outcomes.
• Assisting management with client retention initiatives.
• Maintaining relationships with existing clients.
• Identifying opportunities for expanded staffing services.
• Representing KL Health LLC at conferences, networking events, healthcare associations, job fairs, and community events.
• Generating new client contracts and staffing opportunities.

Business Development Expectations

The Employee is expected to:

• Consistently engage in outreach activities.
• Maintain accurate records of calls, emails, meetings, and contacts.
• Provide regular updates regarding prospect activity.
• Support company growth initiatives.
• Meet reasonable business development goals established by management.

IV. PAYROLL AND TIMEKEEPING ADMINISTRATION

The Office admin shall:

• Collect employee timesheets.
• Review timesheets for accuracy and completeness.
• Track employee hours worked.
• Verify shift records and attendance.
• Follow up on missing or incomplete timesheets.
• Maintain payroll records.
• Assist with payroll processing.
• Coordinate with payroll providers and accountants.
• Ensure payroll deadlines are met.
• Maintain confidentiality of payroll information.
• Assist with overtime tracking and reporting.
• Generate payroll-related reports as requested.

V. ACCOUNTING AND BOOKKEEPING SUPPORT

The Office admin shall:

• Maintain accurate financial records.
• Create and submit invoices.
• Monitor accounts receivable.
• Follow up on unpaid invoices.
• Assist with accounts payable processing.
• Record business expenses.
• Maintain bookkeeping records.
• Reconcile payroll and billing records.
• Track business development expenses and recruiting costs.
• Assist in preparing budgets.
• Assist management with financial reporting.
• Maintain organized financial documentation.
• Coordinate with accountants and tax professionals.
• Assist with annual audits and financial reviews.

VI. HEALTHCARE STAFFING COMPLIANCE

The Office admin shall:

• Track employee licenses and certifications.
• Monitor expiration dates for credentials.
• Maintain compliance records.
• Ensure healthcare professionals meet client requirements.
• Assist with onboarding compliance documentation.
• Verify required immunizations, certifications, and licenses.
• Monitor regulatory requirements affecting staffing operations.
• Assist with accreditation and quality assurance efforts.

VII. CLIENT RELATIONS

The Office admin shall:

• Maintain positive client relationships.
• Respond promptly to client inquiries.
• Coordinate staffing requests.
• Address client concerns and service issues.
• Ensure high levels of client satisfaction.
• Support contract implementation and account management.
• Maintain accurate records of client communications.

VIII. CONFIDENTIALITY AND DATA SECURITY

The Office admin shall:

• Protect all confidential information.
• Maintain security of company records and databases.
• Protect employee, candidate, client, and financial information.
• Follow all privacy and confidentiality policies.
• Report suspected breaches immediately.

IX. TECHNOLOGY AND REPORTING

The Office admin shall:

• Maintain recruiting software and databases.
• Utilize payroll, scheduling, and accounting systems.
• Generate reports as requested by management.
• Track recruiting, payroll, financial, and business development metrics.
• Assist in implementing new software and operational systems.

X. PERFORMANCE EXPECTATIONS

The Employee shall:

• Demonstrate professionalism and leadership.
• Maintain excellent attendance and reliability.
• Meet deadlines consistently.
• Communicate effectively with clients, candidates, employees, and management.
• Exercise sound judgment and discretion.
• Maintain accurate records and documentation.
• Protect Company assets and confidential information.
• Support Company growth and profitability.
• Act in the best interests of KL Health LLC at all times.

XI. ADDITIONAL DUTIES

The Employee understands that KL Health LLC is a growing company. The duties and responsibilities of this position may expand, evolve, or change as business needs require.

The Employee agrees to perform additional duties and responsibilities reasonably assigned by management, whether specifically described herein or not, provided such duties are consistent with the Company's operations and business objectives.

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