Position: Office Coordinator Schedule: Monday–Friday, 9:00 AM – 5:00 PM Reports to: Administrator / CEO Location: Corona, CA (with occasional travel to other offices as needed)
Position Summary
The Office Coordinator plays a key administrative and operational role in ensuring that VisitingHome runs smoothly on a daily basis. This position supports office management, scheduling, caregiver coordination, compliance documentation, and communication between staff, clients, and management. The ideal candidate is detail-oriented, dependable, and professional, with strong communication and multitasking skills.
Key Responsibilities
Administrative & Office Support
Serve as the first point of contact for visitors, clients, and caregivers (in-person, phone, or email).
Maintain organized filing systems for client, caregiver, and compliance records.
Manage incoming calls, emails, and correspondence, ensuring timely follow-up.
Support the Administrator with daily operational tasks, forms, reports, and communications.
Maintain office supplies, inventory, and ensure a clean, professional office environment.
Scheduling & Staffing
Schedule caregivers according to client needs and approved authorizations.
Confirm shifts, follow up on call-outs, and coordinate replacements promptly.
Update and review SwyftOps and/or Sandata daily to ensure accuracy.
Review expired authorizations, notify case managers, and ensure updates are completed.
Maintain a weekly scheduling report and communicate any staffing issues to management.
Compliance & Documentation
Ensure all caregiver documentation is complete and current (TB, physicals, background checks, I-9, training, etc.).
Assist with caregiver onboarding, orientation, and completion of compliance checklists.
Maintain up-to-date patient files and visit records in accordance with VisitingHome policies and payer requirements.
Upload all required documentation and authorizations to the appropriate systems.
Communication & Coordination
Serve as a liaison between caregivers, clients, and office leadership.
Communicate scheduling updates, policy reminders, and compliance notices to staff.
Participate in daily/weekly team huddles and report any operational concerns.
Assist in organizing staff meetings, trainings, and company events.
Performance & Reporting
Track and report missed visits, late shifts, and unresolved scheduling gaps.
Ensure accurate data entry across all systems (SwyftOps, Sandata, etc.).
Support management with weekly reports and metrics to monitor performance.
Marketing events
Assist in preparing for upcoming events or job fairs
Recruitment & Onboarding
Schedule interviews and onboarding for new hires
Ensure completion of applications, packets, and background checks
Track TB tests, CPR renewals, and HCA/Registry statuses
Qualifications
High school diploma or equivalent required; associate or bachelor’s degree preferred.
Minimum 1–2 years of experience in home care, healthcare, or office coordination.
Strong organizational, time management, and communication skills.
Proficiency in Google Workspace (Docs, Sheets, Drive) and scheduling software (SwyftOps, Sandata, etc.).
Bilingual (English/Spanish) preferred.
Ability to work independently, meet deadlines, and handle sensitive information confidentially.
Core Competencies
Professionalism and reliability
Team collaboration
Attention to detail and accuracy
Customer service excellence
Accountability and problem-solving
Important: This is not a stress-free position. Apply only if you are ready to perform under pressure, meet daily expectations, and remain consistent in a fast-paced environment.