Administrative Coordinator

21st Century Care Solutions

Administrative Coordinator

Oakland, CA
Full Time
Paid
  • Responsibilities

    Benefits:

    401(k) matching

    Bonus based on performance

    Company parties

    Competitive salary

    Dental insurance

    Free food & snacks

    Health insurance

    Paid time off

    Training & development

    Vision insurance

    Are you an organized, detail-oriented professional who thrives in a dynamic office setting? Do you take pride in juggling multiple priorities, communicating with clarity—even in tough conversations—and providing exceptional administrative support? 21st Century Care Solutions is seeking a dedicated Administrative Coordinator to be the steady force behind our compassionate and highly specialized care services.

    We manage the clients and estates entrusted to us with professionalism, empathy, and precision—working closely with family members, attorneys, trust officers, financial planners, and medical professionals. Our mission is to ensure every client receives the highest quality of care, and this role plays a central part in keeping our operations running smoothly.

    This position is ideal for someone who:

    Excels under pressure and finds structure in fast-moving environments.

    Takes initiative and gracefully owns complex responsibilities.

    Is eager to learn, adapt, and grow with a mission-driven business.

    KEY RESPONSIBILITIES

    Communication & Coordination

    Act as the hub of daily communication: answering calls, monitoring texts/emails/faxes, and maintaining professionalism during challenging interactions.

    Schedule client appointments and manage referral tracking systems.

    Support the executive team with follow-ups and special requests.

    Office Management & Operations

    Maintain an organized, well-functioning office space—including supplies and equipment.

    Coordinate staff schedules and ensure consistent coverage.

    Oversee incoming/outgoing mail and assist with on-call rotations.

    Client Administration & Documentation

    Scan, file, and flag important communications and documents.

    Format and proofread reports with accuracy and attention to confidentiality.

    Update client files in our proprietary database and prepare documents for fiduciary review.

    Process Improvement & Onboarding

    Document and train team members on protocols and systems.

    Support onboarding of new employees and cross-train across departments.

    Collaborate with finance team and provide vacation coverage as needed.

    Required Skills & Qualifications

    Seasoned multitasker with 3+ years of experience juggling administrative coordination, office operations, and shifting priorities with ease.

    Master organizer who turns chaos into clarity and keeps everything on track—even when the pressure’s on.

    Tech-savvy mindset with sharp Microsoft Office skills (Word, Excel, Outlook, PowerPoint, Teams) and a hunger to learn new tools like Dropbox, GoogleDocs, LastPass, and even AI platforms.

    Clear and composed communicator—whether it’s drafting sensitive emails or navigating complex phone conversations, you speak and write with professionalism and empathy.

    Process-driven thinker who’s not just great with systems, but eager to create and improve them for others.

    Discreet and reliable—trusted with confidential data and sensitive situations.

    Positive team energy—collaborative, curious, and committed to problem-solving with grace and grit.

    Preferred Qualifications

    Prior experience in a law office or fiduciary/elder care setting.

    Familiarity with client data management systems.

    Experience working with professionals in legal, medical, or financial services.

    Thrives under pressure and consistently delivers excellence, even in the most demanding situations.

    Physical & Work Requirements

    Ability to wear and use a phone headset while managing call system.

    Ease and comfort at sitting/standing at work station for most of a work day.

    Regular use of a computer, phone, and office equipment and supplies.

    Regularly receives, processes and prepares shipped boxes, parcels and packages. Ability to ascend/descend stairs and occasionally travel within the local service area. Valid California driver’s license, up to date auto insurance, and vehicle available for work.

    Comfortable working in a collaborative office environment with moderate noise levels.

    Why Join Us? At 21st Century Care Solutions, you’ll work alongside a compassionate team with over 75 years of combined expertise. We value growth, accountability, and the ability to navigate complexity with care. If you're driven by meaningful work and eager to play a pivotal role in a thriving company, we’d love to meet you.