What are the responsibilities and job description for the Scheduler/Office Coordinator position at Heartwarming Care LLC?
Heartwarming Care is seeking a highly organized and detail-oriented Scheduler / Office Coordinator to support daily operations and ensure seamless coordination of client and caregiver schedules.
This role works closely with the Lead Caregiver to manage staffing, maintain compliance, and ensure all employee, client, and office files are audit-ready at all times.
This is a part-time, in-person position based in Gary, IN.
Key Responsibilities
Scheduling & Coordination
- Coordinate and maintain caregiver schedules for client services
- Work closely with Lead Caregiver to fill open shifts and manage call-offs
- Ensure continuity of care through proactive scheduling and coverage planning
- Communicate schedule updates to caregivers in a timely manner
Compliance & File Management
- Maintain employee and client files in compliance with agency, state, and federal requirements
- Ensure all documentation is complete, accurate, and audit-ready
- Track and monitor required certifications, documents, and expirations
- Assist with preparation for audits, surveys, and inspections
Office Operations
- Maintain organized office systems and records
- Support onboarding documentation for new hires
- Assist with general administrative tasks as needed
- Serve as a point of contact for staff communication
Requirements
- Prior experience in scheduling, administrative support, or office coordination
- Strong organizational and time management skills
- High attention to detail (especially for documentation and compliance)
- Excellent communication skills (phone, text, and email)
- Ability to multitask in a fast-paced environment
- Proficiency in Microsoft Excel and basic computer systems
- Reliable transportation
Preferred Qualifications
- Experience in home care, healthcare, or staffing coordination
- Familiarity with scheduling systems (GEOH or similar)
- Experience with compliance, audits, or regulated environments
Work Schedule
- Part-time (hours to be discussed)
- In-person at Gary, IN office
- Some flexibility required to support scheduling needs
Serious applicants only. This role requires strong organization, attention to detail, and the ability to manage scheduling and compliance responsibilities effectively.
Pay: Up to $20.00 per hour
Application Question(s):
- Do you have experience managing schedules for multiple employees or clients?
- This is an in-person role. Are you able to consistently report to the office as scheduled?
Experience:
- Office management: 2 years (Preferred)
Work Location: In person
Salary : $20