Homecare Office Operations & Client Services Coordinator

NOW HIRING: Home Care Operations & Client Services Coordinator

Company: 1st Priority Home Care, Inc.
Location: Chattanooga, Tennessee
Employment Type: Full-Time or Part-Time
Starting Pay: $16.00–$18.00 per hour, based on experience and qualifications
Schedule: Primarily weekday office hours, with occasional flexibility required
Compensation Opportunities: Performance-based raises, bonuses, and career advancement

About 1st Priority Home Care

1st Priority Home Care, Inc. is a growing, nurse-owned and operated home care agency dedicated to providing compassionate, reliable, and high-quality in-home care services.

We proudly serve seniors, veterans, individuals with disabilities, and families who need assistance with personal care, companionship, activities of daily living, dementia care, respite care, and other supportive services.

Our mission is to promote independence, dignity, safety, and quality of life while helping individuals remain comfortably in their homes.

As our agency continues to grow, we are seeking an experienced, highly professional, organized, and dependable individual to join our team.

Position Summary

We are hiring a Home Care Operations & Client Services Coordinator to assist with the daily administrative and operational functions of our home care agency.

This is a hands-on, multifaceted position involving office administration, caregiver recruitment, employee onboarding, scheduling, new client intake, client communication, documentation, and occasional direct client care support.

The ideal candidate will have recent, verifiable office experience combined with a professional background in healthcare, caregiving, nursing, or a related field.

Experience as a Certified Nursing Assistant (CNA), caregiver, Licensed Practical Nurse (LPN), Registered Nurse (RN), medical assistant, medical office coordinator, or healthcare scheduler is highly desirable.

We are looking for someone who is professional, dependable, punctual, compassionate, organized, and comfortable utilizing office technology.

This is not an entry-level office position. Candidates must bring relevant work experience and demonstrate the ability to handle administrative responsibilities in a busy healthcare environment.

The selected candidate will initially work under the direct supervision of agency leadership, with opportunities to assume additional responsibility as their skills and performance develop.

Essential Duties & Responsibilities1. Office Administration & Daily Operations

• Assist with coordinating and maintaining daily office operations.
• Answer incoming calls and respond professionally to client, caregiver, and referral inquiries.
• Greet visitors, applicants, employees, and clients in a professional and welcoming manner.
• Manage office emails, calendars, appointments, and correspondence.
• Prepare letters, spreadsheets, forms, reports, and other administrative documents.
• Maintain accurate and organized employee and client records.
• Perform data entry, filing, document scanning, and electronic recordkeeping.
• Assist with employee timekeeping, payroll preparation, billing documentation, and administrative reports.
• Maintain office organization, supplies, equipment, and general appearance.
• Follow up on outstanding tasks, inquiries, and operational matters.
• Support agency leadership with administrative projects and daily business needs.
• Identify opportunities to improve office organization, efficiency, and workflow.

2. Caregiver Recruitment, Screening & Hiring

• Assist with recruiting qualified caregivers, CNAs, direct support professionals, and other healthcare personnel.
• Review applications and resumes to identify qualified candidates.
• Conduct initial telephone screenings and employment interviews.
• Schedule interviews and communicate with applicants regarding the hiring process.
• Verify previous employment, qualifications, and professional references.
• Coordinate background checks and required pre-employment screening.
• Assist with completing new hire paperwork and onboarding requirements.
• Coordinate caregiver orientation and required training.
• Monitor employee certifications, CPR training, credentials, and required documentation.
• Maintain complete, accurate, and organized employee personnel files.
• Track open positions and assist with meeting staffing needs.
• Assist with employee retention and caregiver engagement efforts.
• Communicate applicant recommendations and hiring concerns to management.

3. New Client Intake & Client Services

• Respond promptly and professionally to prospective client inquiries.
• Explain the agency's services, intake procedures, and general service options.
• Gather new client information and identify requested services.
• Assist with scheduling client consultations and initial assessments.
• Coordinate intake documentation and service agreements.
• Work with agency leadership and nursing personnel to facilitate appropriate care arrangements.
• Assist with matching clients with suitable caregivers based on needs, qualifications, and availability.
• Coordinate new client start dates and service arrangements.
• Follow up with clients and families to ensure satisfaction.
• Address routine client concerns and communicate significant issues to management.
• Maintain accurate records of client communications and service changes.
• Help foster positive relationships with clients and their families.

4. Caregiver Scheduling & Staffing Coordination

• Assist with coordinating caregiver schedules and client assignments.
• Maintain accurate scheduling records using agency software.
• Monitor staff availability, requested time off, and shift coverage.
• Assist with arranging coverage for caregiver absences, call-outs, and staffing emergencies.
• Communicate scheduling changes promptly.
• Monitor employee attendance and punctuality.
• Follow up regarding missed shifts, late arrivals, and scheduling concerns.
• Assist with resolving staffing conflicts professionally.
• Coordinate with management to maintain adequate client coverage.
• Maintain timely communication regarding staffing changes and operational concerns.
• Support continuity of care through dependable scheduling practices.

5. Direct Client Care & Staffing Support

Willingness to provide occasional hands-on client care is a requirement of this position.

Although this is primarily an office-based position, the selected employee must be willing to assist with direct client care when necessary.

Responsibilities may include:

• Providing occasional caregiver shift coverage during unexpected absences or staffing shortages.
• Assisting clients with activities of daily living.
• Providing companionship and supervision.
• Assisting with meal preparation and light housekeeping.
• Supporting mobility and other authorized personal care needs.
• Following established client care plans and agency procedures.
• Communicating client concerns to appropriate nursing or management personnel.
• Demonstrating compassion, patience, and professionalism when assisting clients.

Direct care assignments will be based on the employee's training, documented competency, qualifications, applicable scope of practice, and client needs.

Please note: This is primarily an administrative and client services position. Direct care responsibilities are intended to provide occasional operational support and are not the primary function of the position.

6. Client Communication & Customer Service

• Provide exceptional customer service to clients, families, employees, and community partners.
• Maintain courteous and professional communication by phone, email, and in person.
• Demonstrate empathy, patience, and understanding when assisting vulnerable individuals.
• Respond appropriately to questions, complaints, and concerns.
• Maintain professional boundaries and confidentiality.
• Follow up on unresolved matters promptly.
• Communicate concerns and relevant updates to agency management.
• Assist with maintaining the agency's reputation for professionalism, responsiveness, and quality service.

7. Documentation, Compliance & Quality Support

• Maintain accurate client and employee documentation.
• Assist with monitoring caregiver credentials and training compliance.
• Ensure required administrative records are organized and maintained.
• Support internal reviews, quality assurance activities, and audit preparation.
• Assist with electronic visit verification documentation when applicable.
• Report incidents, client safety concerns, and documentation discrepancies promptly.
• Follow agency policies and procedures.
• Protect confidential client, employee, and business information.
• Support nursing leadership with administrative documentation and follow-up activities.
• Assist with maintaining compliance-related records and tracking requirements.

8. Community Outreach & Business Development

• Assist with developing and maintaining relationships with referral sources.
• Support outreach to hospitals, rehabilitation facilities, nursing homes, physician offices, social workers, case managers, and community organizations.
• Follow up on potential client referrals and service inquiries.
• Assist with organizing community events, informational presentations, and marketing activities.
• Represent 1st Priority Home Care in a professional and positive manner.
• Assist with identifying opportunities for new client referrals and business growth.
• Support leadership with approved outreach and community engagement initiatives.

Required Qualifications

Applicants must meet the following minimum requirements:

• At least one year of recent, verifiable office or administrative experience within the past three years.
• Previous professional experience in healthcare, home care, caregiving, nursing, medical office administration, or a related healthcare environment.
• Strong computer skills and experience utilizing office software.
• Proficiency in Microsoft Word, Excel, Outlook, email, and general administrative applications.
• Experience with data entry, scheduling, electronic records, and office documentation.
• Excellent written and verbal communication skills.
• Professional telephone etiquette and customer service skills.
• Strong organization, multitasking, and time-management abilities.
• Demonstrated reliability, punctuality, and a consistent work history.
• Professional dress, grooming, and workplace demeanor.
• Ability to work independently while following supervisory guidance.
• Strong attention to detail and problem-solving abilities.
• Ability to maintain confidentiality.
• Willingness and ability to assist with occasional direct client care within assigned duties and qualifications.
• Ability to provide verifiable employment history and professional references.
• Ability to complete required background screening.
• Availability to work a full-time schedule and meet reasonable operational scheduling needs.

Preferred Qualifications

• Two or more years of recent healthcare office or administrative experience.
• CNA certification, nursing credentials, or previous hands-on caregiving experience.
• Previous employment in a home care agency, home health agency, hospice, assisted living facility, nursing facility, or medical office.
• Experience recruiting, interviewing, hiring, or onboarding employees.
• Experience coordinating caregiver schedules and filling staffing vacancies.
• Experience handling new client intake and service coordination.
• Previous office coordinator, healthcare administrative assistant, staffing coordinator, or supervisory experience.
• Familiarity with Veterans Affairs programs, Medicaid waiver services, long-term care insurance, or private-pay home care.
• Experience with home care scheduling software and electronic visit verification.
• Knowledge of employee timekeeping, payroll processes, and personnel documentation.
• Familiarity with Microsoft 365, Google Workspace, and electronic healthcare documentation systems.
• Experience working with senior adults and individuals with disabilities.

Professionalism & Workplace Expectations

Professionalism is a non-negotiable requirement of this position.

Our office employees represent the agency to clients, families, healthcare professionals, referral partners, and the community.

All applicants must demonstrate the following:

Professional Appearance & Dress

• Maintain a clean, polished, neat, and business-appropriate appearance.
• Follow company dress and grooming standards.
• Present themselves professionally during office interactions, interviews, meetings, and community events.

Professional Communication

• Speak clearly, respectfully, and courteously.
• Demonstrate proper telephone etiquette.
• Use professional grammar and communication in emails, messages, and documents.
• Maintain a calm and respectful demeanor during challenging situations.

Reliability & Punctuality

• Report to work on time and ready to perform assigned duties.
• Maintain dependable attendance.
• Complete assignments within established deadlines.
• Communicate scheduling conflicts and concerns promptly.
• Demonstrate consistency and accountability.

Organization & Initiative

• Work efficiently in a fast-paced environment.
• Manage competing responsibilities and priorities.
• Demonstrate initiative without requiring constant reminders.
• Recognize problems and communicate potential solutions.
• Maintain organized records and accurate documentation.

Teamwork & Flexibility

• Work cooperatively with agency leadership and coworkers.
• Demonstrate a positive, solutions-oriented attitude.
• Be willing to assist with staffing and client care needs when appropriate.
• Accept constructive feedback and demonstrate a willingness to learn.
• Maintain a professional and respectful work environment.

Compensation & Benefits

Starting Pay: $16.00–$18.00 per hour

Starting compensation will be determined based on relevant office experience, healthcare qualifications, computer proficiency, and demonstrated skills.

Opportunities include:

• Performance-based pay increases.
• Performance-based bonus opportunities.
• An introductory performance evaluation at approximately 90 days.
• Additional training and professional development.
• Opportunities for expanded responsibilities.
• Potential advancement into office operations or management positions.
• Experience working directly with the leadership of a growing nurse-owned healthcare organization.

Raises and bonuses are based on performance, business needs, and management approval and are not guaranteed.

Work Schedule

Employment Type: Full-Time Only

• Approximately 40 hours per week.
• Primarily weekday office hours.
• Occasional schedule adjustments may be required based on business and client care needs.
• Must maintain dependable attendance and punctuality.
• Must be willing to assist with unexpected staffing needs when reasonably required.

Specific work hours will be discussed during the interview process.

Performance Expectations

The selected candidate will initially work directly under agency leadership.

During the introductory period, performance will be evaluated based on:

• Attendance, punctuality, and reliability.
• Professional appearance, conduct, and communication.
• Computer proficiency and administrative skills.
• Accuracy and organization of documentation.
• Ability to manage assigned responsibilities.
• Recruitment, applicant screening, and onboarding support.
• Caregiver scheduling and staffing coordination.
• Responsiveness to clients and families.
• Ability to prioritize tasks and meet deadlines.
• Initiative, accountability, and willingness to learn.
• Teamwork and adaptability.
• Overall contribution to office efficiency and client service quality.

Successful performance may lead to additional responsibilities, compensation increases, and advancement opportunities.

Our Ideal Candidate

We are seeking a mature, professional, career-minded individual who brings valuable healthcare experience and strong administrative skills to our organization.

An ideal candidate may have previously worked as a:

• Healthcare administrative assistant
• Medical office coordinator
• Home care staffing coordinator
• Patient services coordinator
• Experienced CNA or caregiver with office experience
• LPN or RN seeking an administrative role
• Home health scheduler
• Healthcare office supervisor
• Client services representative

The ideal candidate will be comfortable working with people, proficient with technology, organized under pressure, and capable of supporting both the administrative and client service needs of a growing home care agency.

We are not simply looking for someone to answer phones. We are looking for someone who can help coordinate daily operations, support our caregivers, provide excellent client service, and grow with our company.

Hiring & Selection Process

Qualified applicants may be invited to participate in:

• Resume and employment history review.
• Initial telephone screening.
• In-person professional interview.
• Basic computer and administrative skills assessment.
• Employment and professional reference verification.
• Required pre-employment background screening.

Important: Recent, verifiable office experience is required. Applicants must also demonstrate healthcare experience, professional presentation, strong communication skills, and dependable work habits.

How to Apply

1st Priority Home Care, Inc.
Chattanooga, Tennessee

Apply Online: https://1stPriorityCare.com/careers

Phone: 423-208-4435

Website: www.1stPriorityCare.com

Qualified candidates should submit an updated resume detailing relevant healthcare experience, recent administrative employment, computer skills, and applicable certifications.

Join a growing organization where professionalism, compassion, accountability, and excellent service matter.

1st Priority Home Care, Inc. is an equal opportunity employer. Employment decisions are based on job-related qualifications, experience, and business needs. Reasonable accommodations will be provided as required by applicable law.

Pay: $16.00 - $18.00 per hour

Benefits:

• Flexible schedule
• Professional development assistance
• Referral program

Work Location: In person

Salary : $16 - $18