Office Administrator / Care Coordinator

Job Summary

We are looking for an organized, compassionate, and proactive Office Administrator to manage the daily operations of our non-medical home care agency. In this role, you will be the heartbeat of our office. You will ensure seamless communication between our clients, their families, and our dedicated caregiving team. This position focuses entirely on client satisfaction, caregiver scheduling, recruitment, and regulatory compliance. Focus on people, not numbers—this role is dedicated entirely to operations and care, with zero billing or payroll stress.

Core Responsibilities

• Master Scheduling: Match the right caregivers with clients based on personality, availability, and skill level. Manage shift changes and call-ins immediately to ensure zero service gaps.
• Recruitment & HR Support: Source, screen, and interview caregiver candidates. Lead onboarding and orientation to welcome new hires to our team.
• Client Care Coordination: Serve as the primary point of contact for client inquiries. Handle intake calls with empathy, and coordinate new client care setups.
• Compliance & File Maintenance: Ensure all caregiver personnel files are audit-ready. Track background checks, drug screens, training logs, and certifications.
• Office Operations: Answer incoming phone calls with professional phone etiquette. Manage office supplies, documentation, and digital client folders.

Qualifications & Requirements

• Experience: 1–2 years of administrative, scheduling, or office management experience (preference given to home care or healthcare backgrounds).
• Communication: Exceptional verbal and communication skills with a warm, professional phone presence.
• Tech-Savvy: Proficient in Microsoft Office/Google Workspace and adaptable to home care scheduling software.
• Attributes: A high degree of personal accountability, excellent problem-solving skills under pressure, and a deep respect for seniors and individuals with disabilities.
• Availability: Standard office hours, with participation in a rotating after-hours phone schedule for scheduling emergencies.

Compensation & Benefits

• Competitive Pay: $20.00 – $24.00 per hour (or $41,500 – $50,000 annualized), depending on experience and home care background.
• Paid Time Off (PTO): 5 days of earned PTO in your first year, plus 2 paid major holidays.
• Retirement Planning: 401(k) plan at 3% after 3 months of employment.
• Work Environment: Modern office space, complimentary snacks, and a team culture that genuinely values your work-life balance.