Client Services & Staffing Coordinator

Job Title

Client Services & Staffing Coordinator

Full-Time, Hourly, Non-Exempt

Playa Del Rey, CA — Hybrid. In-person work required on Mondays, Wednesdays, and Fridays, and as operationally necessary. Remote flexibility may be available on other workdays based on business needs.

$30.00–$35.00 per hour. This position is eligible for overtime and other wage protections in accordance with applicable California law.

Vitale Nursing, Inc., a premier provider of private-duty nursing and caregiving services, is seeking a highly organized, proactive, and professional Hybrid Intake, Client Services & Staffing Coordinator to support client intake, scheduling, staffing operations, caregiver communication, administrative workflow, office operations, and client service coordination.

This position serves as an operational hub for the company and is a primary point of contact for new client inquiries, referral sources, families, nurses, caregivers, and internal leadership. The Coordinator is responsible for timely communication, accurate documentation, real‑time scheduling support, urgent staffing coordination, onboarding support, operational communication, and maintaining Vitale Nursing’s concierge‑level standard of care.

This is a full‑time, hourly, non‑exempt position with structured on‑call responsibilities. The role requires in‑person presence on Mondays, Wednesdays, and Fridays, as operationally necessary. Remote work may be permitted on other business days, subject to company needs, performance expectations, confidentiality requirements, and availability for time‑sensitive communication.

The ideal candidate is responsive, detail‑oriented, professional, and capable of managing multiple priorities in a fast‑paced healthcare environment.

• Answer incoming client, family, referral source, website, and email inquiries.
• Respond promptly and professionally to prospective clients, referral partners, and families.
• Gather and document intake information accurately.
• Schedule consultations, assessments, and onboarding appointments in collaboration with clinical leadership.
• Follow up with prospective clients and families to support service conversion and client satisfaction.
• Coordinate client onboarding paperwork and related documentation.
• Maintain accurate client, referral, and intake records in Alaya Care, CRM systems, Google Workspace, and other internal platforms.
• Support referral source communication and maintain a professional brand presence in all external interactions.
• Protect client confidentiality and follow company policies, privacy standards, and applicable healthcare requirements.

• Create, update, and maintain nurse and caregiver schedules for private‑duty nursing and caregiving services.
• Fill open shifts and coordinate staffing coverage to help ensure uninterrupted client care.
• Manage caregiver and nurse availability, call‑offs, replacements, and urgent schedule changes.
• Communicate schedule updates clearly with staff, clients, families, and leadership.
• Track staff credentials, documentation, expirations, and availability as assigned.
• Support staffing emergencies during business hours and assigned on‑call periods.
• Help reduce coverage gaps, last‑minute disruptions, and owner involvement in day‑to‑day scheduling.
• Escalate clinical, client service, or staffing concerns to leadership as appropriate.

• Support onboarding processes for clients, caregivers, nurses, and internal staff as assigned.
• Maintain employee and client records accurately and confidentially.
• Coordinate operational communications between leadership, staff, clients, families, and referral sources.
• Assist with office administration and daily operational workflow.
• Maintain organized client and caregiver files, databases, tracking systems, and documentation logs.
• Assist with employee onboarding and the collection of required documentation.
• Support collection, review, and tracking of credentials, compliance documents, and administrative records.
• Assist with client‑related order…