Home Care Operations Coordinator

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 including data 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