Operations Coordinator

Operations Coordinator

We are seeking a dedicated, organized, and detail-oriented Operations Coordinator to join our growing team. This role is essential to ensuring smooth daily operations and high-quality support for office staff, clients, and caregivers. The Operations Coordinator will manage a variety of administrative and scheduling tasks, including welcoming visitors, answering and routing calls, checking mail, entering prospect inquiries into the Welcome Home CRM, coordinating grievance forms, and assisting with client and caregiver files. This role also participates in an after-hours and weekend on-call rotation to support urgent operational needs.

Key Responsibilities

• Assist in coordinating new client starts of care with marketers, care coordinators, and nurses.
• Ensure caregivers are properly oriented to clients' needs.
• Staff and schedule new home care clients, ensuring accuracy and timeliness.
• Schedule services for new and existing clients and adjust as daily needs arise.
• Monitor client/caregiver schedules to ensure accuracy and completeness.
• Update caregiver shift tasks daily.
• Communicate schedule details to caregivers and clients as needed.
• Verify critical client schedules with caregivers 1–2 days in advance.
• Complete client staffing schedules at least four weeks ahead.
• Manage caregiver callouts and client schedule change requests in a prompt, professional manner.
• Minimize open shifts and unfunded overtime when scheduling or re-staffing.
• Notify caregivers promptly of any schedule changes.
• Document all caregiver, client, and other operational activities in the business system.
• Inform staff of client issues or potential care level changes that may require attention.
• Ensure all client and caregiver files are managed securely per HIPAA and company privacy policies.

Administrative & Office Support

• Greet visitors and direct them to the appropriate department.
• Answer phone calls and route them to the correct staff member.
• Process incoming mail.
• Enter prospective client inquiries into the Welcome Home CRM.
• Implement grievance forms and notify the appropriate department manager.
• Handle incoming calls from prospective clients and referral sources professionally and route for follow-up.
• Provide rotating after-hours and weekend on-call phone coverage.
• Perform additional administrative and office tasks as assigned.

Experience & Qualifications

• Previous experience in human resources, scheduling, or a related field preferred but not required.
• Strong organizational skills and exceptional attention to detail.
• Excellent interpersonal and communication skills for interacting with employees, clients, and referral sources.
• Ability to manage sensitive information with professionalism and confidentiality.
• Proactive problem-solving abilities and effective negotiation skills when addressing staffing needs and schedule changes.

Join Our Team

If you are a motivated professional who excels in a fast-paced environment and enjoys supporting both clients and staff, we invite you to apply. Become an essential part of a team dedicated to fostering a positive, growth-oriented workplace while ensuring exceptional care for our clients.