Overview
Staff Accountant, Office Coordinator Jobs in Dallas, TX at ASPIRE HR LLC
Description:
Vitale Nursing, Inc.
Job Description
Title: Administrative Assistant / Office Manager
Job Type: Full-Time | Exempt | Hybrid (Remote + Santa Monica Office)
Salary: $75,000 per year
About Vitale Nursing
Vitale Nursing was established in 2008 to deliver concierge nursing services across Los Angeles
County and neighboring areas. Today, Vitale is recognized as one of the most reputable private duty nursing companies, partnering with premier physicians and delivering individualized care to a high-profile clientele.
Position Summary
Vitale Nursing is seeking a dependable, detail-oriented, and proactive Administrative
Assistant / Office Manager to oversee daily operations and administrative functions. This role requires someone who thrives in a fast-paced environment, understands the 24/7 nature of healthcare, and can operate autonomously while supporting both leadership and field teams.
Minimum Qualifications
At least 1 year of experience scheduling for multiple staff members
1 year of experience in a healthcare or concierge setting (preferred)
Familiarity with HIPAA and confidentiality standards
Willingness to sign a Non-Disclosure Agreement (NDA) & Non-Circumvent Agreement
1 year of supervision and office management experience
Availability on weekends and evenings as needed
Experience with onboarding and training new employees
Proficiency in Google Workspace, Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat
Strong communication, customer service, and problem-solving skills
Highly organized with consistent follow-through
Preferred Qualifications
2+ years working with high-profile clients
Prior experience as a caretaker
Familiarity with concierge medical services and physician networks
Working knowledge of AlayaCare and CareAcademy
Experience with payroll and vendor coordination
Work Schedule
Monday through Friday, 7:00 AM – 5:00 PM (Lunch: 12:00 PM – 1:00 PM)
On-call every weekend
Required to work most holidays (excluding Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Day)
Hybrid structure: Remote with 2–3 days per week in the Santa Monica office
Schedule is subject to change at the discretion of the company
Compensation and Benefits
$75,000 annual salary (exempt; not eligible for overtime)
Health, dental, and vision insurance (eligibility begins after 90 days)
401(k) retirement plan (eligibility begins after 90 days)
One week of paid vacation after one year of service
Paid sick leave (Use after a 3-month probationary period)
Company-issued laptop and business cell phone
Performance-based bonus:
Up to $10,000 in Year 1
Up to $15,000 annually in subsequent years
Key Responsibilities
Scheduling & Operations
Manage monthly staff schedules and shift updates
Coordinate shift assignments and updates in AlayaCare
Conduct routine team and vendor check-ins
Liaison between upper management
Paid sick leave ( after a 3-month probationary period)
Technology & Systems
Provide administrative and technical support to field staff
Maintain Google Docs trackers and digital records
Ensure proper functionality of office tech and tools
Supervision & Team Support
Monitor employee performance issues such as tardiness or technical disruptions
Conduct onboarding and virtual orientations via Zoom or Teams
Deliver training and support on the AlayaCare platform
30-60-90 Day Plan
Month 1 – Learning
Acclimate to Vitale’s culture, software platforms, communication practices, and internal processes
Begin managing scheduling, intakes, and administrative tasks
Participate in training and review company policies and documentation with the founder
Month 2 – Contributing
Evaluate and suggest improvements to policies and workflows
Actively contribute in staff meetings
Maintain and enhance responsibilities from Month 1
Month 3 – Execution
Lead operations as Office Manager and execute process improvements
Provide leadership and initiate changes that support Vitale Nursing’s growth and operational excellence
Job Summary: Office Manager / Assistant
The Office Manager / Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks in support of both staff and leadership. The office manager needs to be able to communicate pertinent information to our bookkeeper, payroll specialist in a timely fashion.Supervisory Responsibilities:
May direct the work of clerical employees in lower job classifications.
May assist in training newly hired staff.
Duties and Responsibilities:
Answers and transfers phone calls, screening when necessary.
Welcomes and directs visitors and clients.
Maintains assigned filing systems.
Retrieves information from records, email, and other documents; prepares written summaries when needed.
Responds to and resolves administrative inquiries and questions.
Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
Prepares meeting agendas and schedules; records and distributes meeting minutes.
Maintains office supply inventory and arranges equipment servicing.
Tracks and records expenses and reimbursements.
Performs other related duties as assigned.
Oversees and supports all day-to-day office operations.
Requirements:
Required Skills and Abilities:
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Proficiency in Microsoft Office Suite or related software.
Exceptional organizational skills and attention to detail.
Basic understanding of clerical systems and recordkeeping.
Ability to work independently and manage multiple priorities.
Education and Experience:
Bachelor’s degree in a related field (preferred).
Three (3) to five (5) years of experience in an administrative or office support role. Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds occasionally.
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Title: Staff Accountant, Office Coordinator
Company: ASPIRE HR LLC
Location: Dallas, TX
