Office/Scheduling Manager

Office/Scheduling Manager/Team Leader

(Philippine-based applicants only)

Company: Helper Heroes PH
Location: Remote (Philippines-based serving U.S. client)
Shift: Full-time

Description

At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike. 

About You

What sets us apart is YOU. You’re not just any virtual team member—you’re a Helper Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you’re the kind of person who loves tackling behind-the-scenes tasks with a smile, ensuring that our clients and caregivers receive the best possible support, apply today!

About the Role

We’re looking for a highly organized, people-focused Office/Scheduling Manager to lead our team of Home Care Schedulers and oversee daily scheduling operations. This person will make sure caregiver and client schedules are covered, open shifts are filled quickly, scheduling issues are escalated early, and the team is working efficiently and accurately.

You’ll manage schedulers who are responsible for matching caregivers with client visits, handling call-outs, confirming schedule changes, monitoring EVV/clock-ins, and keeping daily operations running smoothly.

The ideal candidate has experience managing people, leading a team, or overseeing operations in a fast-paced environment. Home care, home health, healthcare, staffing, dispatch, call center, or service coordination experience is strongly preferred.

Responsibilities

• Manage, coach, and support a team of Home Care Schedulers
• Oversee daily and weekly caregiver/client schedules to ensure visits are covered
• Monitor open shifts, call-outs, late arrivals, no-shows, and urgent schedule changes
• Make sure schedulers are filling open shifts quickly through calls, texts, and follow-ups
• Ensure caregivers are matched based on skills, availability, location, client preferences, and pay rates
• Review new starts, schedule changes, cancellations, and coverage risks
• Serve as the escalation point for missed visits, repeated call-outs, client concerns, and scheduling issues
• Coordinate closely with recruiters, care managers, caregivers, clients, payroll, billing, and leadership
• Monitor EVV/clock-ins and ensure exceptions are resolved before billing and payroll cutoffs
• Track scheduling metrics, coverage reports, open shifts, missed visits, and team productivity
• Train new schedulers on systems, processes, communication standards, and escalation procedures
• Hold the scheduling team accountable for accuracy, responsiveness, and follow-through
• Identify scheduling trends, recurring issues, and opportunities to improve workflows
• Help forecast coverage needs based on caregiver availability, client schedules, and upcoming cases
• Maintain accurate client and caregiver information in the scheduling system
• Support after-hours or urgent scheduling escalations as needed

Requirements

• 2+ years of experience in scheduling, operations, staffing, coordination, office management, or call center management
• 2+ year of experience managing people, leading a team, or supervising daily operations
• Home care, home health, healthcare, caregiver staffing, or service-based operations experience preferred
• Strong English communication skills by phone, text, and email
• Ability to lead a team in a fast-paced, high-pressure environment
• Excellent organization, follow-up, and problem-solving skills
• Strong attention to detail and ability to manage multiple priorities at once
• Comfortable using scheduling systems, CRMs, spreadsheets, and communication tools
• Able to make quick decisions when schedules change or urgent coverage is needed
• Basic understanding of HIPAA/privacy and client confidentiality
• Comfortable working US business hours
• Willing to support occasional evenings, weekends, holidays, or after-hours escalations as needed

Preferred Background

• Scheduling Supervisor
• Team Leader
• Operations Manager
• Office Manager
• Call Center Supervisor
• Staffing Coordinator Manager
• Healthcare Operations Lead
• Home Care Coordinator

Why You’ll Love Working with Us

Competitive Base Pay: $6.50/hr with pay raise

Make a Difference: You’ll play a key role in ensuring that clients receive the best care possible.

Growth Opportunities: As we grow, so will you! There’s plenty of room for advancement and learning.

Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh.

Ready to Be a Hero?

If you’re excited about the opportunity to join our team, where you’ll be appreciated, have a sense of purpose and inclusion and are willing to help us create a brighter, more compassionate care experience, we can’t wait to hear from you! Apply today and let’s make a difference together.