Care Coordination & Administrative Assistant

• Fun, supportive, and safe working environment
• Rewards and recognition programs

• Exceptional support team
• Fun, supportive, and safe working environment
• Rewards and recognition programs
• Comprehensive paid training
• Competitive salary
• Flexible schedule

At First Light® Home Care, we’re dedicated to hiring the kind of people we would trust with our own families. We’re currently searching for quality caregivers who are committed to making a difference in the lives of others. For these folks, caregiving is not just a job – it’s a calling.

When we find these amazing professionals, we believe in taking really good care of them because extraordinary caregivers are the heart and soul of our company. They help us live out our mission every day by providing first-class personal service to our clients so that they may enjoy warmth, independence, and relaxed comfort in the place they call home.

This individual will be responsible for coordinating and maintaining schedules for First Light Home Care clients and staff.

The Scheduling & Intake Coordinator supports the daily operations of our home care agency by helping manage caregiver schedules, responding to phone calls and inquiries, following up with prospective clients, assisting with caregiver recruitment, and maintaining accurate records.

This position is ideal for someone who is highly organized, dependable, comfortable communicating by phone and video, and able to manage multiple priorities in a fast-paced home care environment.

clients receive reliable care, caregiver schedules remain properly coordinated, new inquiries receive prompt follow-up, and qualified caregiver candidates move efficiently through the hiring process.

• Phone & Client Communication
• New Client Intake Support
• Caregiver Recruiting & Virtual Interviews
• Administrative Support

• Scheduling & Care Coordination
• Manage and maintain caregiver schedules.
• Match available caregivers with client schedules based on availability, location, skills, and client needs.
• Communicate schedule changes with caregivers, clients, families, and the care coordination team.
• Assist with finding coverage for open shifts, caregiver call-outs, vacations, and schedule changes.
• Confirm upcoming shifts when necessary.
• Identify potential scheduling conflicts and communicate them to management promptly.
• Maintain accurate scheduling information in the agency's scheduling system.
• Follow up with caregivers regarding availability and additional hours.
• Escalate urgent scheduling or client-care concerns to management when appropriate.
• Answer and make routine business phone calls professionally and courteously.
• Respond to general inquiries from prospective clients, caregivers, and existing clients.
• Take accurate messages and route clinical, billing, complaint, or management matters to the appropriate team member.
• Follow up with prospective clients by phone, text, or email as directed.
• Help schedule initial home assessments.
• Confirm appointments with prospective clients and families.
• Document communication and follow-up activities accurately.
• Respond promptly to new home care inquiries.
• Collect basic information regarding the prospective client's care needs, location, schedule, anticipated start date, and contact information.
• Explain basic agency services and the intake process using approved information.
• Schedule qualified prospects for an assessment with the appropriate team member.
• Conduct follow-up calls with prospects who have not yet made a decision.
• Maintain accurate lead status and follow-up notes in the CRM.
• Notify management promptly of urgent or high-potential inquiries.
• Support a smooth transition from initial inquiry to assessment and service start.
• Contact caregiver applicants.
• Conduct initial virtual screening interviews using the agency's approved interview questions.
• Review basic qualifications, work experience, availability, transportation, preferred service area, and schedule expectations.
• Identify candidates who may be a good fit and recommend them for the next step.
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