Office Operations Coordinator

Office Operations Coordinator

SYNERGY Home Care – Broomall, PA

Full-Time | In-Office | Salary: $50,000 |
Participation in an After-Hours On-Call

SYNERGY Home Care is seeking a highly organized, dependable, and service-oriented Office Operations Coordinator to support our growing home care agency in Broomall, PA.

This role is ideal for someone who thrives in a fast-paced environment, enjoys solving problems, and can balance office administration, scheduling support, staffing coordination, customer service, and occasional after-hours operational support. The Office Manager serves as a key member of our leadership team and helps ensure exceptional service to both clients and caregivers.

• Manage daily office operations and administrative functions
• Maintain accurate employee, client, and compliance records
• Support payroll preparation and documentation
• Assist with billing, invoicing, collections, and administrative reporting
• Ensure compliance with company policies and applicable regulations
• Coordinate office supplies, equipment, and vendor relationships
• Support management with operational projects and process improvements

• Assist with caregiver scheduling and shift coverage
• Manage schedule changes, caregiver call-offs, and staffing shortages
• Help coordinate emergency coverage and last-minute staffing needs
• Support caregiver recruitment, onboarding, and retention efforts
• Monitor attendance, punctuality, and schedule adherence
• Work collaboratively with caregivers and office staff to ensure continuity of care

• Answer incoming calls and respond to client inquiries
• Assist with client concerns, service requests, and issue resolution
• Coordinate communication between clients, families, caregivers, and office staff
• Support client satisfaction and retention initiatives
• Help ensure exceptional customer service and responsiveness

• Utilize agency software to manage caregiver schedules, client records, shift verification, payroll preparation, billing support, and operational reporting
• Monitor schedule coverage and caregiver attendance through home care management software
• Generate and maintain operational reports, staffing metrics, and compliance documentation
• Help identify opportunities to improve efficiency through automation and technology
• Assist in maintaining accurate and timely documentation within agency systems

• Participate in an evening and weekend on-call rotation
• Respond to caregiver call-offs and urgent client needs
• Coordinate emergency staffing solutions
• Escalate significant issues to management when appropriate
• Ensure continuity of care during non-business hours

• Minimum 2 years of office management, healthcare administration, staffing, scheduling, customer service, or related experience
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Ability to remain calm, professional, and solution-oriented during urgent situations
• Experience using home care, healthcare, staffing, or scheduling software
• Comfortable learning and utilizing multiple technology platforms
• Strong computer proficiency, including Microsoft Office, email, and web-based applications
• Reliable transportation and ability to work in-office Monday through Friday
• Ability to participate in an evening and weekend on-call rotation

• Home care agency, healthcare, senior care, or staffing industry experience
• Experience with home care management software such as Axis Care, Well Sky, Alaya Care, Clear Care, or similar platforms
• Experience managing caregiver schedules, EVV compliance, client records, payroll exports, and billing functions
• Recruiting, interviewing, onboarding, and employee retention experience
• Customer service or client relationship management experience
• Previous after-hours dispatch, scheduling, or on-call coordination experience
• Understanding of how technology can improve operational efficiency and scheduling effectiveness

• Salary: $50,000 annually
• Paid Time Off (PTO)
• Professional development opportunities
• Supportive and collaborative team environment
• Growth opportunities within a rapidly expanding organization
• Meaningful work supporting seniors and families in the community

At SYNERGY Home Care, our mission is to provide compassionate, high-quality care that allows clients to live independently and safely in the comfort of their own homes. We are committed to supporting our caregivers, serving our clients with excellence, and building a culture of accountability, compassion, and teamwork.

If you are an organized professional who enjoys problem-solving, helping others, and making a meaningful impact every day, we would love to hear from you.