Care and Office Coordinator

Senior Helpers of Castle Rock & Parker is built on a simple promise: the right caregiver, in the right home, at the right time. The Care and Office Coordinator keeps that promise. As the third pillar of our core team, alongside the Executive Director and the Director of Care Services, this role leads everything that brings great caregivers to our clients and keeps them with us.

The Coordinator guides each caregiver’s journey with us, from the first conversation with an applicant through hiring, onboarding, orientation, and every shift that follows. By building a well-prepared team ahead of need and planning schedules weeks in advance, the Coordinator ensures every client receives consistent, dependable care and that our agency is ready to welcome new families as we grow. While the Director of Care Services partners with clients and families, the Coordinator is the trusted resource for our caregivers: the person who recruits, prepares, supports, and helps them build a lasting career in care.

The ideal candidate is organized, forward-thinking, and people-focused: someone who brings calm and structure to a fast-moving environment and understands that caring well for our caregivers is how we care well for our clients.

• Recruit caregivers: post openings, source candidates, screen applicants (occasional travel).
• Interview candidates and make hiring recommendations within criteria set by the Executive Director.
• Recruit & interview ahead of demand so onboarded caregivers are ready for upcoming client starts.
• Match caregiver skills, availability, and location to client needs.
• Track the hiring pipeline and report status weekly to the Executive Director.

• Process new-hire paperwork and keep employee files complete and current.
• Complete background and reference checks before each caregiver’s first shift.
• Send new hires reminders for paperwork, orientation, and first shifts, and follow up until complete.
• Lead caregiver orientation, training, and skills assessments.
• Track caregiver competencies, certifications, and training renewals.
• Complete company-provided Home Health Personal Care training.

• Build caregiver schedules from client care plans with the Director of Care Services.
• Keep all client schedules fully staffed two to three weeks in advance.
• Fill open shifts and call-offs and resolve last-minute schedule conflicts.
• Coordinate caregiver “meet and greet” introductions with new clients.
• Maintain accurate records and reports in the scheduling system (training provided).
• Share the after-hours on-call rotation for caregiver call-offs.
• Occasionally cover urgent client shifts directly, in addition to regular office hours.

• Serve as caregivers’ first point of contact for questions, availability, and time off.
• Support caregiver performance evaluations.
• Follow up on and document client concerns about caregivers; escalated serious issues.
• Mentor caregivers on professional standards and safe practices.
• Check in with caregivers regularly to support satisfaction and retention.
• Reconcile time sheets, resolve pay issues, and submit payroll reporting.

• Manage daily office operations.
• Answer calls; handle caregiver and applicant calls and route client calls to the Director of Care Services.
• Maintain business, employment, and program records (e.g., long-term care insurance, VA).
• Prepare staffing reports and perform other administrative tasks as requested.

• Caregivers and applicants work with the Care and Office Coordinator.
• Clients and families work with the Director of Care…