Homewatch Caregivers is seeking a caring and compassionate Office Coordinator / Scheduler to join its growing team. We are seeking an experienced candidate that has experience scheduling at least 40+ field-based caregivers or health care employees in a 24/7 work environment. Must have experience working with seniors, using automated scheduling systems, and training caregivers and/or health care staff. Pay rate will be hourly and based on experience.

As an Office Coordinator/Scheduler, you will be responsible for overseeing all scheduling of caregivers, payroll, invoicing, and other office functions. You will be assisting in hiring, onboarding, and training of caregivers, managing phone calls, demonstrating amazing customer service, and responding to client needs. We are looking for someone that possesses strong administrative skills, excellent customer service (phone and in-person) and is willing and able to wear many hats and go the extra mile. You will be part of a hard working but fun office team of 4-5 persons. We have a family-like culture so fit is important to us. Responsibilities may include but are not limited to:

Office Administration

Answer office phone and providing great customer service

Develop and maintain the schedules of the company’s caregiver employees (45-65 employees) using an online scheduling system

Manage staff calls-outs by finding appropriate coverage for a 24/7 business environment

Complete data entry into computer programs used in office

Office and clerical activities as directed

Support activities for marketing as directed

Billing/Accounting

Invoicing

Payroll

Process payments

Uploads to QuickBooks and proprietary software

Customer Care

Match client schedules with the appropriate caregivers

Conduct phone consultations and intake calls of potential clients

Ensure caregivers provide high-level of care to our customers

Find ways to "wow" our customers

On-site and field training and auditing as necessary

Human Resources

Resolve caregiver and client grievances and complaints

Help build morale, loyalty, and buy-in

Assist in recruiting, interviewing, screening, and onboarding new hires

Expand community relationships and help develop referral sources

Complete reference checks for potential new hires

Oversee employee birthday and anniversary celebrations

Assist in creation of monthly newsletters and social media efforts

May assist in some marketing efforts as well

Applicants must be able to pass background screening with satisfactory results. Be open to rotating on-call phone responsibilities. Office phones are forwarded to an employee's cellular phone during evenings and weekends but there are typically not more than 1-2 calls each day that occur outside of regular hours. Our on-call phone rotation will be shared between three office employees so probably two evenings per week. Candidate will work a full-time schedule with a slight chance of occasional evening or weekend work (phone calls). Must be proficient in Word, Excel, and other Microsoft applications as well as a moderate email load.

Prior Home Care or Health Care scheduling experience (of employees and not appointments) is necessary. Experience with setting up and maintaining VA/Pace/Scan programs and/or long term care insurance administration is helpful. Experience staffing and scheduling at least 40-50 employees is a must (using scheduling software).

Company will provide cellular phone and computer along with vacation and sick days. Please note: We do not currently have a health insurance program but are looking to add one next year. Candidate must be a local Southern CA candidate as customer visits, caregiver meetings, and interviews will be done in person. Definite advancement opportunities for the right individual as we are a growing company.