Home Care Operations Coordinator

Objective

The Home Care Operations Coordinator oversees day-to-day office operations and provides administrative, scheduling, training/orientation and hiring support. This role ensures smooth office workflow, accurate records, timely communication, and strong coordination between staff, caregivers, clients, and leadership. This position will primarily work out of the Blaine Office location with some travel required within the region we serve.

Reports to:

Senior Helpers North Metro Owner

Salary: $25-$28 per hour

Hours:

Business Operations 8:30-4:30 may vary from day to day. Flexibility required. Work demands may require more than forty hours per week to meet deadlines. Occasional early morning, evening, and weekend support may occur.

• Answer and screen incoming calls in a professional and courteous manner.
• Perform general office duties including data entry, file maintenance and proper use and upkeep of applications pertaining to the business.
• Maintain accurate physical and electronic records; ensure files are organized and accessible.
• Coordinate office supplies, equipment, and space as needed.
• Prepare and distribute client welcome packets, care plan binders, employment paperwork, and other documentation.
• Ensure all internal and external communications are sent promptly and in accordance with company policy.
• Assist with the Caregiver hiring process, including recruiting, interviewing, and hiring caregivers, scheduling interviews, completing reference checks, conducting background checks, and assisting with orientation and training.
• Input and maintain all caregiver and client information; ensure all caregiver employment files and client files are completed, maintained and filed in accordance with state regulations; monitor license expiration dates and follow-up to ensure caregivers are in compliance.
• Maintain all scheduling of caregivers according to assessment plans; respond to high-pressure situations where scheduling conflicts/emergencies and/or call-outs arise. Create and publish schedules on company cadence and coordinate coverage of open shifts/new schedule needs on an ongoing basis.
• Create/send client welcome packets; create/send appropriate material to prospective clients.
• Assist with prospect in-home care assessments upon first meeting with family (with Owner) to ensure client personalities and interests match our team of caregivers.
• Collect, review, and reconcile time sheets with scheduling software; track late, missing, or incorrect submissions.
• Review caregiver and internal payroll as scheduled, including monitoring pay rates, hours, and garnishments.
• Record and pay bills associated with your functions and invoices accurately and on time.
• Create and manage client welcome packets.

• Maintain caregiver schedules and address conflicts, emergencies, and call outs.
• Ensure schedules are completed at least three days in advance of shifts.
• Communicate schedule changes clearly and promptly to clients, families, and caregivers.
• Track and document call outs, refusals, late arrivals, and early departures in company software.
• Coordinate shift coverage when caregivers are late or absent.
• Serve as the primary point of contact for caregivers regarding staffing schedules.
• Maintain positive relationships with clients and caregivers; assist leadership with resolving complaints, incidents, and injuries.
• Rotating on-call scheduling support on a monthly basis.

• Collaborate with supervisors and managers to assess hiring needs.
• Post job openings and manage applicant tracking systems (ATS).
• Conduct pre-screen interviews, verify references, and evaluate applicant qualifications.
• Schedule interviews and document candidate communications.
• Coordinate on-boarding and orientation for new hires.
• Prepare new hire packets and employee handbooks.
• Maintain and audit employee personnel files for accuracy and compliance.
• Track required licenses, certifications, and documentation, and notify leadership of missing items.
• Rotating on-call scheduling support on a monthly basis.

• Associate degree in Human Resources, Business Administration, or related field preferred (or equivalent experience).
• Minimum of two years of office or administrative experience.
• At least one year of experience in staffing, scheduling, or logistics preferred.
• Strong interpersonal, communication, and customer service skills.
• Experience with recruitment processes, ATS systems, and job boards.
• Proficiency with Microsoft Word, Microsoft Teams, One Drive, Excel and standard office equipment.
• Ability to manage multiple priorities with attention to detail and accuracy.
• Team-oriented, positive attitude, and strong independent work ethic.
• Ability to read and interpret policies, procedures, and industry documentation.
• Ability to pass a criminal background check.

As part of a franchise system that is the first and only national home care provider to receive…