Benefits:

Exceptional support team

Fun, supportive, and safe working environment

Rewards and recognition programs

Comprehensive paid training

Competitive salary

Flexible schedule

Are you compassionate, dedicated, and dependable? Do you love to go above and beyond to help others?

At FirstLight® 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.

Job Summary:

The Part-Time Office Coordinator / Scheduler provides essential day-to-day administrative and scheduling support to ensure the smooth, efficient operation of the home care agency. This role is responsible for coordinating caregiver schedules, supporting client service delivery, maintaining accurate records, and assisting with administrative, recruiting, and documentation processes. By managing these critical functions, the position enables agency leadership to focus on compliance oversight, staff management, and quality client care.

This role requires strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced, client-centered environment while delivering professional and responsive customer service to clients, caregivers, and internal stakeholders.

This is a non-supervisory position that operates under the direction of the Assistant Director and/or Agency Director. The role supports operations but does not hold decision-making authority in key areas. Specifically, this position:

Does not supervise staff

Does not make hiring, termination, or disciplinary decisions

Does not make compliance or regulatory determinations

Executes responsibilities based on established policies, procedures, and leadership direction

Part-Time Administrative Support/Scheduler responsibilities include:

Essential job duties for this position include the following items. Other duties may be performed as assigned or required

Scheduling & Care Coordination Schedule client visits in accordance with service plans, care plans, and staff availability

Maintain appropriate staffing levels to ensure full client coverage

Create, update, and release weekly caregiver schedules

Manage real-time schedule adjustments, call-offs, and urgent staffing needs

Communicate daily schedule changes with caregivers and clients

Track caregiver availability and support workforce planning efforts

Participate in after-hours and weekend on-call rotation to address scheduling issues, emergencies, and client intake needs

Client & Staff Data Management

Enter and maintain accurate staff and client information within agency systems

Track key data including employee certifications, TB tests, client admissions, hospitalizations, and discharges

Maintain and update scheduling systems and databases to ensure accuracy and compliance

Generate and maintain reports related to staffing, retention, call-offs, and client services

Office & Administrative Support

Answer and route incoming calls professionally and efficiently

Manage general office communications (email, voicemail, messages)

Greet visitors and ensure proper sign-in procedures

Perform general administrative duties including filing, scanning, copying, shredding, and mail distribution

Maintain organized electronic and paper filing systems

Provide reception and front-office coverage as needed

Recruiting & Onboarding Support

Assist with posting job openings and tracking applicants

Coordinate interviews, orientations, and candidate communications

Prepare and organize onboarding materials and new hire documentation

Ensure all required employment documentation is completed, collected, and properly filed

Documentation & Compliance

Maintain accurate and compliant employee and client records

Track and monitor expiration dates for licenses, certifications, and required documentation

Support audit readiness by ensuring documentation is complete, current, and organized

Ensure adherence to HIPAA regulations and confidentiality standards

Uphold and follow all company policies, procedures, and regulatory requirements

Office Operations & Continuous Improvement

Monitor office supply levels and coordinate ordering as needed

Support overall office organization, workflow efficiency, and process improvement

Assist leadership with administrative tasks, reporting, and special projects

Stay current with agency technology systems and software updates

Contribute to continuous quality improvement initiatives

Additional Expectations

Demonstrate professionalism, discretion, and strong customer service in all interactions

Effectively prioritize tasks and manage multiple responsibilities simultaneously

Maintain flexibility to support business needs, including after-hours responsiveness

The ideal candidate will have:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills, and ability required.

High school diploma or general education degree (GED); or one (1) to two (2) years’ related experience and/or training; or equivalent combination of education and experience.

Proficiency with Microsoft Suite and or Google Suite and scheduling software required

Working knowledge of basic medical terminology required

Possess and maintain a valid driver’s license and maintain valid auto insurance

Ability to read and understand short instructions, correspondence, and memos

Ability to effectively communicate through written and verbal language

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization

Ability to evaluate situations and make complex decisions using critical thinking and reasoning

This franchise is independently owned and operated by a local franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this local office. All inquiries about employment at this location should be made directly to the franchisee, and not to the FirstLight Home Care Support Center.