Office Coordinator
Office Coordinator
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1 Vacancy
Job Description
Office Coordinator Job Description
LaPlata Maryland
Reports to: Owners
Objective
The Office Coordinator will oversee all day-to-day operations of the territory integrating client care management caregiver scheduling and administrative support into one cohesive role. This position ensures the delivery of consistent high-quality home care services while maintaining smooth internal workflows and compliance with organizational standards.
This is a part-time position. As the company grows and restructures the role will transition to Office Manager full-time/salary compensation. Exceptional performance will be essential throughout these multiple changes.
Primary Responsibilities
Office Administration & Operations
- Maintain organized office operations including supply management filing systems and data entry.
- Answer all incoming phone calls including service inquiry calls and handle them appropriately.
- Follow up on all service leads in a timely professional manner to meet conversion targets and support business growth.
- Ensure compliance with all company policies licensing requirements and applicable state regulations.
- Monitor and maintain accurate records of caregivers including certificationsand training documentation.
- General Office Administration task
- Serve as the point person for administrative coordination and communication among office staff.
Client & Care Team Oversight
- Manage and support a team of caregivers ensuring proper documentation onboarding orientation and ongoing performance management.
- Conduct and document client onboarding calls reassessments and satisfaction check-ins.
- Communicate regularly with clients and families to ensure care plans meet their expectations and changing needs.
- Respond professionally to caregiver or client issues resolving concerns with empathy and urgency.
- Support client retention through excellent service follow-up and relationship management.
- Monitor and coordinate special correspondence for clients and caregivers including birthdays holidays and appreciation milestones.
Scheduling & Staffing
- Oversee daily and weekly caregiver schedules to ensure all shifts are covered efficiently and clients receive uninterrupted care.
- Handle call-outs shift changes and emergency scheduling with minimal disruption to service.
- Monitor caregiver availability match skills with client needs and proactively fill open shifts.
- Collaborate with caregivers to maintain a reliable and dependable work environment that promotes retention.
Human Resources Support
- Assist with recruiting interviewing and hiring caregivers and support staff.
- Conduct initial caregiver orientations and support ongoing training and coaching.
- Track and ensure completion of caregiver reviews and probationary evaluations.
- Maintain confidentiality of employee records and sensitive personnel information.
Quality Assurance & Compliance
- Maintain and update all client and caregiver files in care management software.
- Track service quality metrics such as visit compliance documentation accuracy and customer satisfaction.
- Assist in internal audits and reports related to scheduling care delivery and client/caregiver communications.
Financial & Reporting Support
- Approve and verify caregiver time sheets for payroll accuracy.
- Ensure proper invoicing by validating scheduling and visit documentation.
- Monitor and report key office performance indicators to the Owners.
- Support budgeting forecasting and vendor coordination as directed.
Qualifications
Experience
- Minimum 2 years in a healthcare/home care office management role (required).
- Experience in scheduling team management and care coordination.
- Health Care Background (required)
- Previous In-Home Care Experience (required)
- Networking Skills
- General HR experience
- Some sales experience
- CNA certified (preferred)
- Knowledge of Home Care software (ClearCare)
Education
- High school diploma or GED.
- Associates or Bachelors degree in Business Healthcare Administration or related field.
Skills
- Excellent verbal and written communication skills.
- Strong time management multitasking and organizational abilities.
- Proficiency with Microsoft Office (Word Excel PowerPoint Outlook) and care scheduling platforms.
- Ability to build rapport quickly
- Ability to maintain confidentiality professionalism and composure under pressure.
Attributes
- Compassionate dependable and solutions-oriented.
- Collaborative leadership style with a team-first mindset.
- Strong attention to detail with the ability to prioritize
- Adaptability and strong interpersonal skills.
- Being a Military Spouse - We are proud partners with the Military Spouse Employment Partnership.
- Ability to improve processes and help grow the business
Work Environment
Part-time in-office/onsite position during regular business hours (with occasional on-call or after-hours availability).
Some lifting bending or moving office materials general housekeeping and occasional local travel for client visits or events
Required Experience:
IC
Employment Type
Part-Time
