Find & Apply For Nursing Home / Home Health Administrator Jobs in West Palm Beach, Florida

Benefits:

Bonus based on performance Competitive salary Intake & Operations Coordinator /

Alternate Administrator Milenis Home Care Location:

West Palm Beach, FL Job Type:

Full-Time Schedule:

40 hours per week, Monday-Friday, with flexibility for urgent operational needs

Pay:

$30.00 per hour

Performance Bonus:

Up to $2,000 per quarter based on completed client admissions

Potential Annual Compensation:

Up to approximately $70,400 About Milenis Home Care Milenis Home Care is a growing private-duty home care company serving families throughout Palm Beach, Martin, St. Lucie, and Indian River counties. Our mission is to help individuals stay longer and live better in the place they feel safest—their own home—through compassionate caregivers, holistic wellness, and smart innovation. We provide personalized non-medical home care through several divisions, including: Adult & Senior Care Pediatric Care Postpartum Care Luxury Home & Private Estate Care Our culture is built around Compassion, Safety, Excellence, Reliability, and Human Connection. We are looking for an experienced, highly organized, technologically skilled, warm, and dependable professional who can help lead our daily office operations while providing an exceptional experience to clients, families, caregivers, and referral partners. Position Summary The Intake & Operations Coordinator / Alternate Administrator is a key operational position within Milenis Home Care. This individual will manage and coordinate multiple aspects of the agency's daily operations, including: Client intake Client admissions Scheduling Caregiver recruiting Caregiver coordination Billing and payroll preparation Client and family communication Office administration Daily operational planning Documentation and compliance Referral coordination Alternate Administrator coverage when needed This is not simply a receptionist or administrative assistant position . We are looking for someone who understands the fast-moving environment of private-duty home care and can confidently manage multiple responsibilities while remaining warm, responsive, professional, and solution-oriented. The person in this position will often be one of the first Milenis representatives a prospective client or family speaks with.

Our expectation is simple:

Answer quickly. Listen carefully. Build trust. Find solutions. Follow through. 1. Client Intake & Admissions The Intake & Operations Coordinator will: Answer incoming client calls, website inquiries, emails, and referral inquiries promptly and professionally. Speak compassionately with prospective clients and family members. Identify the client's immediate care needs. Collect complete demographic, contact, scheduling, service, and payer information. Explain Milenis Home Care services and service options clearly. Explain applicable pricing and minimum service requirements. Determine the urgency of each inquiry. Schedule client assessments promptly. Coordinate assessments with the RN Supervisor when appropriate. Follow prospective clients consistently until they make a decision. Maintain communication with families throughout the intake process. Coordinate completion of admission documents. Coordinate the start of care with nursing, scheduling, caregivers, and management. Confirm start dates, schedules, caregiver assignments, and service expectations with families. Track every lead from first inquiry through admission or closure. Document the reason when a prospective client does not start services. Conduct follow-up after care begins to help ensure client satisfaction. 2. Scheduling & Caregiver Coordination The employee will play a major role in maintaining reliable client coverage.

Responsibilities include:

Create and maintain caregiver schedules. Match caregivers to clients based on client needs, caregiver skills, experience, availability, geographic location, personality, and care-plan requirements. Fill open shifts promptly. Coordinate new client staffing. Handle caregiver call-outs. Find replacements when caregivers become unavailable. Manage late arrivals and schedule changes. Communicate scheduling changes promptly to clients and caregivers. Maintain adequate caregiver coverage. Monitor caregiver availability. Track caregivers who are available but not currently assigned. Coordinate urgent and same-day staffing needs. Monitor schedules for potential overtime. Help avoid unnecessary overtime whenever operationally appropriate. Ensure caregivers are scheduled according to approved client hours. Maintain accurate scheduling information in the company's EMR. Escalate unresolved staffing problems to management. 3. Caregiver Recruiting The Intake & Operations Coordinator will help maintain a strong and dependable caregiver workforce.

Responsibilities include:

Review caregiver applications. Identify qualified applicants. Conduct initial telephone screening. Contact selected applicants promptly. Schedule interviews. Coordinate onboarding appointments. Track candidates throughout the recruitment process. Follow up regarding missing employment documents. Coordinate background screening and other required employment documentation. Assist with caregiver onboarding. Coordinate orientation and training schedules. Maintain organized applicant and employee records. Monitor caregiver staffing levels by geographic service area. Identify areas where additional caregivers need to be recruited. Maintain communication with qualified caregivers waiting for client assignments. Help ensure Milenis maintains an adequate caregiver pool before new clients are admitted. 4. Billing & Payroll Support The position will provide operational support for billing and payroll preparation.

Responsibilities include:

Review caregiver clock-in and clock-out records. Identify missing, incorrect, or incomplete time entries. Compare scheduled hours with actual hours worked. Verify client service hours before billing. Verify required documentation before invoices are prepared. Assist with preparation and review of client invoices. Communicate billing questions to management. Follow up regarding outstanding documentation affecting billing. Assist with tracking client payments and outstanding balances. Prepare accurate caregiver time information for payroll processing. Report payroll or billing discrepancies promptly. Maintain accurate billing-related records. Work closely with management to reduce billing errors and missed billable hours. 5. Client & Family Communication Excellent communication is an essential requirement of this position. The Intake & Operations Coordinator will: Answer telephone calls warmly and professionally. Return calls and messages promptly. Respond to client and family questions. Listen carefully to concerns. Build positive relationships with clients and families. Communicate scheduling changes. Help resolve routine service concerns. Document complaints appropriately. Follow through until issues are resolved. Escalate clinical concerns to the RN Supervisor. Escalate serious operational concerns to management. Maintain professional boundaries while developing genuine relationships with clients. Help families feel heard, respected, and supported. A family should finish a conversation with this employee feeling: "Someone listened to me. Someone understands what I need. Someone is going to follow through." 6. Daily Operations & Planning This employee will help coordinate the daily operational rhythm of the agency.

Responsibilities include:

Review the daily client schedule. Verify caregiver coverage. Identify open shifts. Identify potential staffing problems before they become emergencies. Review upcoming client assessments. Review pending admissions. Review caregivers currently onboarding. Review missing employee documentation. Review pending client documentation. Monitor billing and payroll issues. Prioritize urgent operational needs. Coordinate office workflow. Prepare daily and weekly operational priorities. Anticipate staffing needs for upcoming admissions. Coordinate communication between clients, caregivers, nursing, referral staff, and management. Prepare reports requested by management. Participate in staff and operational meetings. Support quality assurance and performance improvement initiatives. 7. Referral Coordination The employee will also support the referral process.

Responsibilities include:

Receive referrals from hospitals, physicians, rehabilitation facilities, assisted living communities, senior living communities, care managers, social workers, discharge planners, and other referral partners. Respond promptly and professionally to referral sources. Document referral-source information. Track referrals from initial contact through admission. Coordinate with the Referral Partner Manager. Communicate the status of referrals appropriately. Help ensure referral partners receive responsive and professional service. 8. Alternate Administrator Responsibilities The employee must be willing and able to serve as Alternate Administrator when needed , provided all applicable regulatory and company qualifications are met. When serving in this capacity, responsibilities may include: Support continuity of daily agency operations when the Administrator is unavailable. Coordinate office and caregiver operations. Assist with implementation of agency policies and procedures. Respond to urgent operational matters. Support supervision of administrative workflows. Help ensure client services continue without interruption. Assist with complaint management and incident follow-up. Support regulatory compliance. Maintain required administrative documentation. Assist with quality assurance activities. Participate in AHCA survey preparation and regulatory readiness. Communicate significant operational or compliance issues to ownership and clinical leadership. Exercise appropriate judgment within the authority delegated by agency leadership. Clinical decisions, nursing assessments, and other responsibilities requiring a licensed nurse remain the responsibility of appropriately licensed clinical personnel. Required Experience Candidates with direct experience in Private Duty Home Care will receive strong preference.

Preferred qualifications include:

Minimum 2-3 years of experience in Private Duty Home Care, Home Care, Home Health, or a closely related healthcare environment. Experience in one or more of the following: Intake Admissions Scheduling Caregiver recruiting Client services Healthcare administration Home care operations Billing Payroll preparation Care coordination Experience working directly with caregivers and clients. Understanding of the daily operational challenges of a home care agency. Florida home care experience strongly preferred. Familiarity with AHCA requirements is a strong advantage. Previous leadership, supervisory, or office-management experience preferred. Computer & Technology Skills Strong computer skills are essential for this position. The candidate must be comfortable working with multiple electronic systems and learning new technology quickly.

Preferred skills include:

Electronic Medical Record systems Home care scheduling software Applicant tracking systems Online recruiting platforms Microsoft Word Microsoft Excel Email and electronic communication Digital forms Electronic document management Online scheduling Data entry Reporting systems Experience with Alora or another private-duty home care EMR is strongly preferred. The successful candidate must be able to move efficiently between different computer systems throughout the workday. Personality & Professional Expectations Technical ability alone is not enough for this position. We are looking for someone who is naturally: Warm Kind Compassionate Reliable Dependable Organized Responsive Professional Patient Positive Solution-oriented Detail-oriented Comfortable taking initiative The ideal candidate builds genuine connections with clients and families while maintaining appropriate professional boundaries.

They must:

Listen carefully. Communicate clearly. Speak confidently. Demonstrate empathy. Keep commitments. Follow through. Return calls. Remember important client concerns. Remain calm during stressful situations. Treat caregivers with dignity and respect. Work effectively with nurses and management. Communicate professionally with referral partners. Excellent verbal and written communication skills are required. What Success Looks Like Successful performance in this role means: Client inquiries are answered quickly. Families receive consistent follow-up. Assessments are scheduled promptly. Qualified prospective clients become admissions. New clients start services smoothly. Open shifts are filled. Caregiver call-outs are handled quickly. Recruiting remains ahead of client demand. Documentation is complete. Billing information is accurate. Caregivers are paid based on accurate time information. Client concerns receive timely responses. Management knows what is happening operationally. The office remains organized and prepared. Admission Performance Bonus In addition to the hourly salary, the employee is eligible for a performance bonus based exclusively on completed client admissions . An admission counts toward the bonus when: The client has completed the required admission process. Services have officially started. The client has received billable services. The client meets Milenis Home Care's applicable minimum service requirements. Required admission documentation has been completed. Quarterly Admission Bonus 0-5 completed admissions: No bonus 6-9 completed admissions: $500 10-14 completed admissions: $1,000 15-19 completed admissions: $1,500 20+ completed admissions: $2,000 Maximum quarterly bonus: $2,000 Maximum annual performance bonus: $8,000

Compensation Base Pay:

$30.00 per hour

Full-Time:

40 hours per week Approximate annual base compensation at 40 hours per week: $62,400 Potential annual performance bonus: Up to $8,000 Potential total annual compensation: Up to approximately $70,400 Why Join Milenis Home Care? Milenis Home Care is building a different kind of home care company.

We believe exceptional care requires:

Compassion. Safety. Excellence. Reliability. Communication. We also believe that taking excellent care of clients requires taking excellent care of the caregivers who serve them. This position offers the opportunity to become an important member of a growing organization and help shape the operational culture of Milenis from an early stage. If you have private-duty home care experience, strong computer skills, exceptional communication abilities, and the warmth and reliability required to build genuine relationships with clients and caregivers, we would like to hear from you. Milenis Home Care Stay Longer. Live Better at Home. Milenis Home Care is an Equal Opportunity Employer. This agency is independently owned and operated. Your application will go directly to the agency, and all hiring decisions will be made by the management of this agency. All inquiries about employment at this agency should be made directly to the agency location, and not to Home Care Evolution Corporate.