Home Care Operations Coordinator
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Job Location:
Blaine, WA - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
This job description outlines the Home Care Operations Coordinator objective primary responsibilities and/or requirements and qualifications.
Job Title: Home Care Operations Coordinator
Reports to: Owner
Objective
The Home Care Operations Coordinator oversees day-to-day office operations and provides administrative scheduling training/orientation and hiring support. This role ensures smooth office workflow accurate records timely communication and strong coordination between staff caregivers clients and leadership.
Primary Responsibilities
Office Administration & Operations
- Answer and screen incoming calls in a professional and courteous manner.
- Perform general office duties includingdata entry file maintenance and proper use and upkeep of applications pertaining to the business.
- Maintain accurate physical and electronic records; ensure files are organized and accessible.
- Coordinate office supplies equipment and space as needed.
- Prepare and distribute client welcome packets care plan binders employment paperwork and other documentation.
- Ensure all internal and external communications are sent promptly and in accordance with company policy.
- Assist with the Caregiver hiring process including recruiting interviewing and hiring caregivers scheduling interviews completing reference checks conducting background checks and assisting with orientation and training
- Input and maintain all caregiver and client information; ensure all caregiver employment files and client files are completed maintained and filed in accordance with state regulations; monitor license expiration dates and follow-up to ensure caregivers are in compliance
- Maintain all scheduling of caregivers according to assessment plans; respond to high-pressure situations where scheduling conflicts/emergencies and/or call-outs arise. Create and publish schedules on company cadence and coordinate coverage of open shifts/new schedule needs on an ongoing basis.
- Create/send client welcome packets; create/send appropriate material to prospective clients
- Assist with prospect in-home care assessments upon first meeting with family (with Owner) to ensure client personalities and interests match our team of caregivers.
- Collect review and reconcile time sheets with scheduling software; track late missing or incorrect submissions.
- Review caregiver and internal payroll as scheduled including monitoring pay rates hours and garnishments.
- Record and pay bills associated with your functions and invoices accurately and on time.
- Create and manage client welcome packets
Scheduling & Client Coordination
- Maintain caregiver schedules and address conflicts emergencies and call outs.
- Ensure schedules are completed at least three days in advance of shifts.
- Communicate schedule changes clearly and promptly to clients families and caregivers.
- Track and document call outs refusals late arrivals and early departures in company software.
- Coordinate shift coverage when caregivers are late or absent.
- Serve as the primary point of contact for and caregivers regarding staffing schedules.
- Maintain positive relationships with clients and caregivers; assist leadership with resolving complaints incidents and injuries.
- Rotating on-call scheduling support on a monthly basis
Hiring & Onboarding
- Collaborate with supervisors and managers to assess hiring needs.
- Post job openings and manage applicant tracking systems (ATS).
- Conduct pre-screen interviews verify references and evaluate applicant qualifications.
- Schedule interviews and document candidate communications.
- Coordinate on-boarding and orientation for new hires.
- Prepare new hire packets and employee handbooks.
- Maintain and audit employee personnel files for accuracy and compliance.
- Track required licenses certifications and documentation and notify leadership of missing items.
- Rotating on-call scheduling support on a monthly basis.
Qualifications
- Associate degree in Human Resources Business Administration or related field preferred (or equivalent experience).
- Minimum of two years of office or administrative experience.
- At least one year of experience in staffing scheduling or logistics preferred.
- Strong interpersonal communication and customer service skills.
- Experience with recruitment processes ATS systems and job boards.
- Proficiency with Microsoft Word Microsoft Teams One Drive Excel and standard office equipment.
- Ability to manage multiple priorities with attention to detail and accuracy.
- Team-oriented positive attitude and strong independent work ethic.
- Ability to read and interpret policies procedures and industry documentation.
- Ability to pass a criminal background check.
I understand this is a general not fully inclusive list of duties I might be asked to perform. I agree that I will check with my supervisor if I need clarification on my responsibilities.
I have thoroughly read and understand the duties of this position description
Required Experience:
IC
Key Skills
- Senior Care
- Developmental Disabilities Experience
- Behavior Management
- Computer Skills
- Caregiving
- Home Care
- Copywriting
- Child Protective Services
- Medication Administration
- Social Work
- Writing Skills
- Addiction Counseling
About Company
Full Job Description Start your journey as a caregiver that will make an incredible difference in the lives of seniors. Senior Helpers North Metro is urgently...
