Client Care & Scheduling Coordinator

Client Care & Scheduling Coordinator FirstLight Home Care of Metuchen and Clark Location:

Clark, NJ Employment Type:

Part-time to start, with potential to grow into full-time

Schedule:

Approximately 20-25 hours per week to start , with a minimum expectation of 20 hours per week . Potential to grow to 30-40 hours per week as client volume increases.

FLSA Status:

Non-exempt / hourly

Compensation:

Estimated $24-$28/hour , depending on experience Position Summary FirstLight Home Care of Metuchen and Clark is seeking a dependable, organized, and high-judgment Client Care & Scheduling Coordinator to support the day-to-day operations of a growing home care agency. This role will help coordinate caregiver schedules, support client and family communication, assist with intake follow-up, maintain accurate records, and help ensure reliable continuity of care for clients. The right person will be comfortable working in a fast-moving service environment where details matter, communication matters, and last-minute changes need to be handled calmly and professionally. The successful candidate will likely have experience in home care, senior care, healthcare, staffing, scheduling, client service, or office coordination. Experience working in a home care agency is strongly preferred, but we are also open to a smart, organized, early-career candidate with strong communication skills, good judgment, and the ability to learn quickly. This person should be calm under pressure, quick on their feet, comfortable speaking with anxious family members, and able to build trust with caregivers while still holding firm standards. Key Responsibilities Build, update, and maintain caregiver and client schedules in the agency's scheduling system. Match caregivers to clients based on availability, skills, location, client needs, personality fit, and continuity of care. Communicate schedule updates, confirmations, call-outs, and changes to caregivers, clients, and families. Track caregiver availability, preferences, restrictions, onboarding status, and scheduling notes. Answer incoming calls from prospective clients, family members, caregivers, referral sources, and vendors. Conduct initial intake calls using agency-approved questions and gather key information about client needs. Help explain FirstLight's services, process, and value to prospective clients and families. Schedule in-home consultations or assessments with the owner and/or RN as appropriate. Follow up with prospective clients and families by phone, email, or text as directed. Maintain accurate client, caregiver, and prospect information in agency systems. Support caregiver onboarding administration, including document follow-up, reminders, training status tracking, and system updates. Document schedule changes, caregiver call-outs, client concerns, and family communications clearly and promptly. Assist with general office duties, including filing, scanning, phone coverage, document preparation, and basic administrative support. Escalate urgent scheduling gaps, client concerns, caregiver reliability issues, safety concerns, or clinical questions to the appropriate person. After training, provide limited after-hours or weekend scheduling support as agreed in advance. Required Qualifications High school diploma or equivalent required.

Either:

2-4 years of relevant experience in home care, healthcare, senior care, staffing, scheduling, client service, or office coordination; or Associate's or Bachelor's degree plus 1-3 years of relevant work experience in a coordination-heavy, client-facing, or operations-support role. Strong verbal and written communication skills. Comfortable speaking by phone with clients, families, caregivers, and team members. Strong organizational skills and attention to detail. Ability to remain calm and practical when schedules change quickly. Comfort using email, spreadsheets, scheduling software, and basic office systems. Ability to handle confidential client and employee information appropriately. Reliable transportation, valid driver's license, and auto insurance preferred. Prior home care agency experience strongly preferred. Experience with WellSky/ClearCare or another home care scheduling system is a plus. Bilingual Spanish/English is a plus. Work Environment & Physical Requirements This role will primarily involve office, phone, computer, and administrative work. The employee may occasionally assist with in-home introductions, client visits, or caregiver-related activities. The role requires regular communication by phone and computer, sitting or standing for periods of time, and occasional lifting or moving of office materials. Reasonable accommodations may be made for qualified individuals with disabilities. Benefits & Time Off This role is NOT currently eligible for medical, dental, vision, retirement, life insurance, or similar benefit programs. Paid time off / paid sick leave will be provided in accordance with company policy and applicable New Jersey law. Full-time office staff are eligible for PTO under the company handbook; part-time eligibility and accrual details will be confirmed at the time of offer based on employment classification and applicable law.

About FirstLight Home Care of Metuchen and Clark:

FirstLight Home Care of Metuchen and Clark provides non-medical home care services to older adults and families across the local community. Our focus is on responsiveness, reliability, caregiver respect, and high-quality care that helps clients remain safe and supported at home. This is an opportunity to join early, help build the operating foundation of a new agency, and play a meaningful role in delivering dependable care to families when they need it most. FirstLight Home Care is an equal opportunity employer.

Pay:

$24.00 - $28.00 per hour

Benefits:

Paid sick time Paid time off Application Question(s): Are you able to work at least 20 hours per week on a consistent weekday schedule? Are you comfortable with a role that may occasionally involve urgent scheduling changes, caregiver call-outs, or family/client concerns? How many years of experience do you have in home care, healthcare, senior care, staffing, scheduling, client coordination, or office operations? Do you have experience using scheduling software, CRM software, or electronic client/caregiver records? When are you available to start?

Language:

English (Required) Ability to

Commute:

Clark, NJ 07066 (Preferred)

Work Location:

In person