Front Office

Phones ringing? Guests walking in? Care Pros needing answers?

You thrive here.

Front Office & Intake Specialist
Location: Lebanon, TN – Wilson County | Work Location: In person

Only Apply If You Can Say "YES" to the Following…

• You live in or near Wilson County and can reliably commute to our Lebanon office.
• You have 2+ years of office administration experience in a professional setting.
• You have 2+ years of customer service / customer relations experience.
• You're proficient in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus).
• You're comfortable learning new software (WellSky or other scheduling/EMR systems).
• Healthcare, Home Care, or Home Health experience is a plus (not required).
  
• High school diploma or equivalent required; college degree preferred.

If you're nodding "yes" down this list… keep reading.

Schedule & Pay

• Schedule: Monday – Friday, 8:00 AM – 4:00 PM
  
• Job Type: Full-time
  
• Pay: From $16.00 per hour, based on experience
  

Your Role at a Glance:

Be the Voice & Heart of Our Office

This role exists to make sure every person who calls or walks through our door feels welcomed, heard, and taken care of. You'll keep the front office running smoothly so our team can stay fully focused on serving seniors and their families.

You are the first voice on the phone and the first smile at the door. You set the tone.

Day-to-Day Duties…

Phones? Handled. Guests? Welcomed. Chaos? Neutralized.

• Greet and welcome each guest in a warm, professional, and compassionate way.
• Answer incoming calls with a friendly, knowledgeable tone and route them to the right team member.
• Be the voice of our office – calm, clear, and kind, even when things are busy.
• Take ownership of the front foyer and reception area so it stays tidy, organized, and welcoming.
• Communicate client and Care Professional concerns or questions to the appropriate staff quickly and accurately.
• Assist with care consultations scheduling, confirmations, and after-hours follow-up tracking.
• Support Care Pros with questions, ID badges, paperwork, and directing them to the right leader for guidance.
• Work with staff and Care Pros to correct timekeeping (clock-in/clock-out) discrepancies in our systems.
• Enter and maintain accurate client and Care Professional records in our operating system (e.g., WellSky).
• Watch WellSky dashboards and after-hours logs and make sure information is updated and routed.
• Mail out anniversary cards, complete occasional touchpoint calls, and support other relationship-building efforts.
• Assist with ordering and stocking office / café supplies.
• Help with filing, scanning, and other administrative support as needed.

Who Thrives in This Role?

Be the Hero Behind the Scenes.

• No handholding required – you're a self-starter who sees what needs to be done and jumps in.
• You thrive in a busy, sometimes chaotic environment and can juggle multiple priorities without losing your cool.
• You could medal in the "Organization Olympics" – tidy, efficient, and thorough.
• You're computer savvy and not intimidated by learning new programs (WellSky, databases, Microsoft Office, etc.).
• You stay positive and solutions-focused, even on Monday mornings.
• You're naturally warm, friendly, and transparent – people feel safe and heard when they talk to you.

Minimum Qualifications

• High school diploma or equivalent (required).
  
• Two (2) years of related business/office experience – or a strong combination of education and experience.
  
• Prior Care Professional / caregiving experience is a plus but not required.
• Proficiency with Microsoft Word, Excel, Outlook and comfort with databases.
• Professional appearance and demeanor – you represent Home Instead the moment someone calls or walks in.

Knowledge, Skills & Abilities

• Ability to work independently, protect confidential information, and meet deadlines.
• Strong verbal and written communication skills – and the ability to really listen.
• Ability to build relationships in a warm, compassionate, and respectful way.
• Solid judgment and decision-making skills.
• Comfortable operating a multi-line phone system.
• Ability to organize and prioritize daily, weekly, monthly, and quarterly tasks.
• Alignment with Home Instead's core value: Love (v.) – showing patience, kindness, humility, selflessness, respect, forgiveness, honesty, and commitment in all interactions.

Ready to Be the Voice of Our Wilson County Office?

You made it this far… so you're probably interested.

Apply online today or reach out to our team if you have questions.
We'd love to hear from you.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.