About Us We are a dedicated, growing home care agency located in Roseland, NJ . Our mission is to deliver compassionate, high-quality care to seniors and families across our local communities. The heart of our business is our Certified Home Health Aides (CHHAs) paired with our commitment to responsive client service. We pride ourselves on cultivating a welcoming, supportive work culture and maintaining gold-standard clinical and operational compliance. Position Overview We are seeking an organized, proactive, and compassionate Full-Time Home Care Office Coordinator to support the operations staff of our Roseland office. In this multifaceted role, you will be instrumental in bridging field staff, clients, and administrative operations. You will lead caregiver onboarding and orientation, while also supporting the rest of the team in client intake and inquiries, managing day-to-day caregiver scheduling, and keeping core office functions running smoothly. If you thrive in a dynamic healthcare setting, love interacting with people, and take pride in exceptional organization and communication, we would love to meet you! Key Responsibilities 1.

Caregiver Orientation & Onboarding Welcoming Presence:

Greet incoming applicants and newly hired caregivers with warmth and professionalism.

Interviews & Presentations:

Conduct conversational new-hire interviews to evaluate interpersonal skills and agency culture fit; lead interactive New Hire Orientation sessions outlining agency standards.

Badging & Tech Setup:

Take employee badge photos and assist new hires with setting up digital portals and mobile timesheet apps. 2.

Compliance & Credential Tracking Document Verification:

Inspect and verify Form I-9 documentation in person.

Licensing & Medical Clearances:

Verify New Jersey CHHA and nursing licenses via the NJ Consumer Affairs portal; audit health records (e.g., annual TB screenings, physicals, vaccinations).

Reference & Background Checks:

Perform and log thorough reference checks and employment verifications.

Credential Monitoring:

Track expiration dates (licenses, certifications, health screenings) in our agency management software and issue proactive renewal reminders. 3.

Caregiver Scheduling & Coordination Shift Matching:

Schedule and coordinate shifts for hourly and live-in caregivers, carefully matching caregiver skills, availability, and personality with client care plans.

Schedule Maintenance:

Monitor clock-ins/outs, address missed visits or call-outs promptly, and find reliable coverage in real-time.

Communication:

Maintain regular contact with caregivers regarding schedule confirmations, schedule changes, and open shift opportunities. 4.

Client Intake & Family Support Inquiry Handling:

Answer incoming phone inquiries from prospective clients and family members with empathy, collecting necessary preliminary details.

Intake Coordination:

Gather initial health, demographic, and billing/insurance information to prepare intake packets for the clinical assessment team.

Customer Service:

Act as a dependable, friendly point of contact for active clients and families regarding non-clinical questions and scheduling preferences. 5.

General Administration & Office Operations EHR & System Management:

Maintain accurate, up-to-date client and caregiver profiles in our agency software ( AxisCare ), including service classes, pay rates, and billing details.

Records Management:

Scan, file, and organize electronic documentation in secure cloud storage (OneDrive/SharePoint) in strict adherence to HIPAA and state guidelines.

Office Coordination:

Manage office supply inventories, handle incoming/outgoing mail, maintain shared tech equipment (Chromebooks), and ensure confidential documents (PII) are handled and shredded securely.

Qualifications & Skills Experience:

2-4+ years of experience in an administrative, coordination, or office management role—preferably within home care, home health, healthcare staffing, or a medical clinic.

Scheduling & Intake Acumen:

Prior hands-on experience handling multi-client/caregiver scheduling, intake coordination, or fast-paced logistics.

Industry Knowledge:

Familiarity with NJ Board of Nursing regulations, NJ Division of Consumer Affairs CHHA requirements, and Medicaid/private pay home care protocols is a strong plus.

Tech Proficiency:

Comfortable with home care management/EHR platforms (e.g., AxisCare, ClearCare/WellSky, HHAeXchange), digital onboarding/payroll tools (e.g., SignNow, Greenshades), and standard office software (Google Workspace, Microsoft 365, OneDrive).

Interpersonal & Communication Skills:

Exceptional verbal and written communication skills with a customer-first mindset and high emotional intelligence.

Organization & Multitasking:

Strong ability to prioritize conflicting tasks in a fast-paced environment with meticulous attention to detail.

Bilingual:

Fluency in Spanish or Haitian Creole is a plus, but not required.

Schedule & Work Setting Job Type:

Full-Time (Monday - Friday, daytime business hours).

Location:

In-person at our office in Roseland, NJ 07068 . Paid On-Call opportunities are also available Benefits & Perks Competitive annual salary / hourly compensation based on experience. Paid Time Off (PTO) and paid holidays. Health, dental, and vision insurance options. 401(k) / retirement plan options. Supportive, team-centric culture with opportunities for career growth in healthcare administration. The satisfaction of making a meaningful, daily difference in the lives of local seniors and caregivers.

Pay:

$23.00 - $26.00 per hour Expected hours: 40.0 per week

Benefits:

Paid time off

Work Location:

In person