Senior Helpers North Metro · 1 day ago
Home Care Operations Coordinator
Blaine, MN, 55449, US
Full-time
Onsite
Entry, Mid Level
2+ years expSenior Helpers North Metro is a company focused on providing quality home care services. The Home Care Operations Coordinator oversees daily office operations, ensuring smooth workflow and coordination between staff, caregivers, and clients while handling administrative tasks and scheduling.
Individual & Family Services
Responsibilities
Answer and screen incoming calls in a professional and courteous manner
Perform general office duties including data entry, file maintenance and proper use and upkeep of applications pertaining to the business
Maintain accurate physical and electronic records; ensure files are organized and accessible
Coordinate office supplies, equipment, and space as needed
Prepare and distribute client welcome packets, care plan binders, employment paperwork, and other documentation
Ensure all internal and external communications are sent promptly and in accordance with company policy
Assist with the Caregiver hiring process, including recruiting, interviewing, and hiring caregivers, scheduling interviews, completing reference checks, conducting background checks, and assisting with orientation and training
Input and maintain all caregiver and client information; ensure all caregiver employment files and client files are completed, maintained and filed in accordance with state regulations; monitor license expiration dates and follow-up to ensure caregivers are in compliance
Maintain all scheduling of caregivers according to assessment plans; respond to high-pressure situations where scheduling conflicts/emergencies and/or call-outs arise. Create and publish schedules on company cadence and coordinate coverage of open shifts/new schedule needs on an ongoing basis
Create/send client welcome packets; create/send appropriate material to prospective clients
Assist with prospect in-home care assessments upon first meeting with family (with Owner) to ensure client personalities and interests match our team of caregivers
Collect, review, and reconcile time sheets with scheduling software; track late, missing, or incorrect submissions
Review caregiver and internal payroll as scheduled, including monitoring pay rates, hours, and garnishments
Record and pay bills associated with your functions and invoices accurately and on time
Create and manage client welcome packets
Maintain caregiver schedules and address conflicts, emergencies, and call outs
Ensure schedules are completed at least three days in advance of shifts
Communicate schedule changes clearly and promptly to clients, families, and caregivers
Track and document call outs, refusals, late arrivals, and early departures in company software
Coordinate shift coverage when caregivers are late or absent
Serve as the primary point of contact for and caregivers regarding staffing schedules
Maintain positive relationships with clients and caregivers; assist leadership with resolving complaints, incidents, and injuries
Rotating on-call scheduling support on a monthly basis
Collaborate with supervisors and managers to assess hiring needs
Post job openings and manage applicant tracking systems (ATS)
Conduct pre-screen interviews, verify references, and evaluate applicant qualifications
Schedule interviews and document candidate communications
Coordinate on-boarding and orientation for new hires
Prepare new hire packets and employee handbooks
Maintain and audit employee personnel files for accuracy and compliance
Track required licenses, certifications, and documentation, and notify leadership of missing items
Rotating on-call scheduling support on a monthly basis
Qualification
Required
Minimum of two years of office or administrative experience
Strong interpersonal, communication, and customer service skills
Proficiency with Microsoft Word, Microsoft Teams, One Drive, Excel and standard office equipment
Ability to manage multiple priorities with attention to detail and accuracy
Team-oriented, positive attitude, and strong independent work ethic
Ability to read and interpret policies, procedures, and industry documentation
Ability to pass a criminal background check
Preferred
Associate degree in Human Resources, Business Administration, or related field preferred (or equivalent experience)
At least one year of experience in staffing, scheduling, or logistics preferred
Experience with recruitment processes, ATS systems, and job boards
Company
Senior Helpers North Metro
At Senior Helpers North Metro, we are dedicated to providing compassionate, personalized care to seniors in our community.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase