Financial and Office Assistant

We are a well-established and growing home care company in Ashland, Virginia seeking a highly organized, customer-focused Financial & Office Assistant to join our team. This is a dynamic, hands-on role at the heart of our operations — supporting our CFO, assisting families and caregivers, and ensuring the financial and administrative functions of the office run smoothly and accurately.

If you enjoy variety in your day, thrive in a service-oriented environment, and take pride in keeping financial details accurate and organized, we would love to meet you.

Why This Role Matters

In home care, details matter — from accurate caregiver payroll reconciliation to timely client invoicing and compassionate communication with families. In this role, you are often the first voice our clients and caregivers hear and a key partner to our CFO in maintaining financial integrity and exceptional customer service.

Key Responsibilities

Financial Operations

• Update and maintain client billing information

• Reconcile caregiver hours and adjust time records in AxisCare

• Support time, mileage, and expense verification

• Assist with invoice adjustments and finalization

• Print, mail, and email weekly invoices

• Respond to billing and payment inquiries promptly and professionally

• Perform collections activities (calls, emails, letters)

• Enter Accounts Payable into QuickBooks and process payments

• Maintain vendor database, W-9s, and 1099 status

• Prepare financial documentation for month-, quarter-, and year-end closings

Client & Office Support

• Serve as first point of contact for incoming calls

• Assist clients and families with AxisCare-related questions

• Manage and process Long-Term Care paperwork

• Request and process VA authorizations

• Conduct caregiver/client introductions

• Support scheduling and general office operations as needed

• Participate in weekly staff meetings

• Support on-call rotation (scheduled evenings/weekends)

• Maintain HIPAA compliance

• Monitor and order office supplies

• Supervise caregivers assigned to in-office tasks

• Assist with marketing and ad hoc projects, including requesting Google reviews

What Were Looking For

• Ability to quickly learn and navigate AxisCare

• Strong understanding of high-volume service operations

• Excellent interpersonal and phone communication skills

• Highly organized with strong attention to detail

• Proficiency in Microsoft Office and Google Workspace

• Experience with QuickBooks and Accounts Payable preferred

• Ability to manage multiple priorities and remain professional under pressure

• Comfortable handling sensitive conversations with empathy and professionalism

The Ideal Candidate

You are dependable, detail-oriented, and calm under pressure. You enjoy balancing numbers and helping people. You take initiative, follow through on tasks, and understand the importance of accuracy in a home care environment. You are comfortable working both independently and as part of a collaborative team.

What We Offer

• Stable hours (35–40 per week) in a growing company

• A supportive leadership team

• Meaningful work serving seniors and families in our community

• A team-oriented culture where your contributions truly matter

If youre ready to be an essential part of a company that provides compassionate care while maintaining strong financial integrity, we encourage you to apply.

Join us in supporting families — and strengthening the heart of our operations.