Scheduling Manager | 63887813028

Position: Scheduling Manager

Location: Europe, SA, LatAm

Work Schedule: 12p-9p PST (Training 1-2 weeks 9a-5p PST)

Salary: Market Related

About the Company

We are a leading, premier provider of comprehensive in-home senior care. Our mission is to provide compassionate, high-quality care that enables older adults to maintain their independence, dignity, and quality of life in the comfort of their own homes. To support our operational excellence and ensure our clients receive seamless care, we are seeking an articulate, high-energy Scheduling Manager to lead our daily logistics and client coordination.

Role Overview

The Scheduling Manager is the operational heartbeat of our office. Your primary objective is to expertly coordinate caregiver schedules to ensure every client’s care plan is fully and reliably executed. This role requires an exceptional communicator who can establish rapid rapport, maintain a highly organized workforce ecosystem, and react with speed and composure to real-time scheduling shifts. You will directly impact overall client and caregiver satisfaction while upholding company compliance, policies, and gross profit margin goals.





Key Responsibilities

• Caregiver Matching & Scheduling: Select, schedule, and coordinate caregivers based on new and existing clients’ customized assessments and care plans. Ensure the company schedule is finalized and complete at least three days prior to all scheduled shifts.


• Real-Time Conflict Resolution: Serve as the primary point of contact for scheduling conflicts, emergencies, tardiness, and "call-outs." Rapidly coordinate shift back-fill activities to guarantee zero gaps in client care.


• Proactive Client & Family Communication: Serve as the main liaison for clients' families regarding staffing schedules. Timely and positively communicate any caregiver modifications or schedule updates well ahead of the shift start.


• Intake & Assessment Booking: Answer inbound service-inquiry calls, capture critical prospective-client details (care needs, location, hours, payer type), and successfully book initial in-home assessments onto the assessor's calendar.


• Compliance & Data Tracking: Track and log all operational metrics in company software, including assignment refusals, call-outs, late arrivals, and early departures. Audit timecards regularly to ensure completed hours perfectly match scheduled hours.


• Talent Pipeline Alignment: Assist in keeping caregiver compliance files up to date by tracking licensing and insurance expirations. Collaborate regularly with the internal team on "Hiring for the Void" to signal exactly what caregiver skill sets are needed based on pipeline demand.


• Margin & Goal Management: Manage daily workloads based on established SMART goals. Maintain the appropriate gross profit margins for each care case while making sound, autonomous business decisions.

Required Qualifications

• Experience: Minimum of one year in a dedicated staffing, scheduling, or logistics role preferred. Previous experience in customer service and general knowledge of home care or healthcare staffing is highly desirable.


• Communication & Multi-line Tech: Proven experience managing multi-line phone systems, multitasking across high-volume calls, and maintaining an exceptionally professional, patient, and warm demeanor in a fast-paced environment.


• Problem Solving: Quick-thinking with astute decision-making skills. You must possess the creative problem-solving abilities required to resolve scheduling emergencies under tight time constraints.


• Teamwork & Interpersonal Skills: A resilient team player who is highly adaptable, organized, capable of working independently, and dedicated to building excellent rapport with both clients and caregivers.


• Must be available to work full time hours 12pm-9pm PST Monday - Friday. Additionally, it must be available in "on-call" weekend rotation twice a month as directed by the supervisor which requires being generally available to handle certain time-sensitive escalations.