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.
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