Office Coordinator Company:

Hendlee Home Care Position:

Office Coordinator Reports To:

Executive Director/Administrator Employment Status:

Full-Time or Part-Time, as assigned Position Summary The Office Coordinator provides administrative, scheduling, staffing, and operational support for Hendlee Home Care. This position plays an important role in maintaining dependable client coverage, communicating with caregivers and clients, supporting office operations, and helping ensure services are delivered according to agency policies and client care plans. The Office Coordinator must be highly organized, dependable, professional, and comfortable working in a fast-paced home care environment where schedules and client needs can change quickly. This is a hands-on operational position. The Office Coordinator may be required to provide temporary client coverage when necessary to maintain continuity of care, provided the employee meets the qualifications required for the client's assigned services. Essential Duties and ResponsibilitiesScheduling & Staffing Develop, maintain, and update caregiver schedules based on client needs, authorized service hours, caregiver availability, and agency requirements. Match caregivers with clients based on skills, experience, availability, location, and client needs. Monitor the daily schedule and promptly address call-outs, late arrivals, missed shifts, and other staffing changes. Contact available caregivers to fill open and emergency shifts. Communicate schedule changes promptly and professionally to caregivers, clients, families, and appropriate management. Maintain accurate caregiver availability and time-off information. Assist with coordinating coverage for weekends, holidays, vacations, and unexpected absences. Monitor clock-in/clock-out activity and report scheduling or attendance discrepancies according to agency procedures. Work proactively to reduce uncovered shifts and interruptions in client services. Potential Client Coverage Be willing and available to assist with client coverage when reasonably necessary due to call-outs, staffing shortages, emergencies, or other operational needs. Provide client services only when appropriately trained, qualified, and authorized to perform the assigned duties. Follow the client's care plan and agency policies while providing coverage. Complete all required documentation for services provided. Immediately report changes in a client's condition, safety concerns, incidents, or other significant issues to appropriate management. Client coverage is intended to support continuity of care and does not replace the Coordinator's primary administrative and scheduling responsibilities. Office & Administrative Support Answer and direct incoming telephone calls and respond professionally to client, caregiver, and community inquiries. Assist with maintaining employee and client records. Assist with new-hire onboarding, orientation, and collection of required employment documentation. Track employee credentials and compliance documents such as TB testing, training, certifications, and other required records. Assist with preparing forms, correspondence, reports, and other office documents. Maintain confidentiality of client and employee information in accordance with HIPAA, agency policies, and applicable requirements. Assist management with audits, quality improvement activities, compliance reviews, and other administrative projects. Maintain an organized, professional, and welcoming office environment. Client & Caregiver Coordination Serve as a professional point of contact for caregivers, clients, and families regarding routine scheduling matters. Follow up on caregiver attendance and schedule-related concerns. Document complaints, concerns, incidents, and important communications and promptly escalate them to management when appropriate. Assist with new client starts and schedule coordination. Help identify potential staffing concerns before they result in disruptions to client care. Maintain professional boundaries and provide courteous, respectful customer service. Qualifications High school diploma or GED required; associate degree preferred. Previous PCA or CNA experience preferred Previous office, scheduling, staffing, healthcare, or home care experience preferred. Experience working with scheduling or electronic visit verification software is a plus. Strong computer skills, including email, Microsoft Office, and web-based systems. Strong organizational, communication, problem-solving, and time-management skills. Ability to handle confidential information appropriately. Ability to manage multiple priorities and respond effectively to unexpected staffing situations. Must demonstrate reliability, professionalism, sound judgment, and attention to detail. If providing direct client coverage, must meet all agency and regulatory qualifications applicable to the services being performed. Position Expectations The Office Coordinator is expected to demonstrate flexibility and teamwork. Home care is a service-driven environment, and maintaining client coverage is an important agency responsibility. The employee must be willing to assist with urgent scheduling needs and, when qualified, may be asked to provide temporary client coverage. The employee must maintain professional communication, protect confidential information, follow established procedures, and promptly communicate operational concerns to management. Physical Requirements When providing client coverage, the employee must be able to safely perform the physical requirements associated with the assigned client's care plan, which may include standing, walking, bending, reaching, assisting with mobility, and other permitted non-medical personal care activities. Disclaimer This job description describes the general duties and responsibilities of the position and is not intended to be an exhaustive list. Duties may be modified or additional responsibilities assigned based on agency needs, client needs, qualifications, and applicable laws and regulations. Hendlee Home Care Exceptional Care. Every Client. Every time.

Pay:

$18.00 - $21.00 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

401(k) matching Referral program

Work Location:

In person