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Office Administrator and Sales Support

  • Category: Administration
  • Location: Arlington, Massachusetts
  • Work Arrangement: Hybrid
  • Type: Part-time

Specialty business serving seniors and their families seeks a Part-time Office Administrator to support Owner and team in growing the business.

Hours/Schedule: 25 hours/week. Need to be available 12pm-5pm, Tuesday-Friday (can be remote) and in office on Mondays; opportunity to grow over time.

Job Type: Direct Hire

Location Requirements: Hybrid (1-2 days) in Arlington, MA, typically in office on Mondays for meetings

Rate: $28-$33/hour based on experience, PTO and paid holidays, and potential for performance bonuses 

Job Description: 
Under the direction of the Owner, the Office Administrator will support the owner and team members to provide a fabulous client experience and continuously improve the overall efficiency of the organization.


  • Make calls to active and “not ready” clients to check in and get information. Make follow-up calls after placements to anticipate issues and request Google reviews. Answer incoming phone calls and triage as call volume grows. Receive and sort office mail.
  • Set up new clients in the system.
  • Email identified providers (communities) with leads and create analysis spreadsheets.
  • Schedule Zoom meetings with families
  • Conduct internet and phone-call research to identify resources for seniors, develop educational flyers and email to clients as needed. Provide community resource options to low-income callers.
  • Send onboarding information to new clients, gift and note to placed clients, and handwritten sympathy cards as needed.
  • Schedule staff meetings, pull together scorecard, and distribute prior to meeting with agenda, take notes, publish minutes, follow up on action items.
  • Triage issues with phones, printer, software etc.; Call tech support if needed.
  • Order supplies as requested. Maintain inventory of promotional material and gifts and remain within budget. Shop for and prepare gift bags and promotional product packages.
  • Organize binders of resources for seniors, and client and training documentation
  • Pull reports from various systems and databases.
  • Arrange catering for marketing presentationsAssemble folders for presentations and order components as necessary.
  • Oversee/execute mailings to target prospect lists. Extract lists from databases for Constant Contact e-newsletters. Update CRM with results of Constant Contact and CEU attendance.
  • Send handwritten thank you notes.
  • Research potential referral sources online and enter into database.
  • Help plan and execute networking and community events.
  • Call/email vendors for pricing, availability, capabilities, service offerings, etc. Update pricing in the master spreadsheet and/or CRM and pricing binders.
  • Request and organize violation reports from EOEA.
  • Organize provider contracts and maintain detail in system.


  • Outstanding organizational, time management, and computer skills
  • Excellent written and oral communication skills with attention to detail
  • Self-starter, comfortable making observations and voicing opinions
  • Proficient in Microsoft Office and with Google Docs, Sheets, Slides, Calendar, and Drive
  • Experienced with any CRM, Constant Contact, LinkedIn, and Facebook
  • Genuine desire to help and support senior citizens and their families
  • Strong work ethic, honest, kind, helpful, friendly, caring and professional
  • Enjoy and thrive working as part of a team
  • Self-directed and able to complete projects with limited supervision
  • Comfortable learning new software, including training on proprietary CRM and Mapline
  • Able to maintain confidentiality
  • Highly flexible and able to change focus quickly as needed
  • Comfortable asking questions while also able to figure things out
  • Neat handwriting for sending notes to clients and marketing partners
  • Ability to anticipate what’s needed by the owner and team
  • Preference for candidates who have past experience as an EA, Office Administrator, and/or sales support experience, as well as candidates who are aligned with/passionate about working with seniors or aging parents. Background in social work, nursing homes, assisted living, hospital discharge processing, hospice, home health, home care, Alzheimer's/dementia, and or real estate is preferred, but not required. 

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.  

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