What are the responsibilities and job description for the Home Care Administrator position at Heaven at Home Senior Care?
About Us
Heaven at Home a small, family-owned non-medical home care agency serving the Dallas–Fort Worth area. We pride ourselves on personalized, high-quality in-home care for seniors and individuals with disabilities, and on treating our caregivers and clients like family. We're looking for a hands-on Administrator to run daily operations and help us grow responsibly while staying compliant with Texas home care regulations.
Position Summary
The Home Care Administrator oversees the day-to-day operations of the agency, including caregiver recruiting and scheduling, client intake and care coordination, regulatory compliance (Texas HHSC licensing), billing/payroll oversight, and quality assurance. This is a hands-on role suited to someone who thrives in a small-office environment and can wear multiple hats — operations, HR, compliance, and light sales/community outreach.
Key Responsibilities
- Oversee daily agency operations, including scheduling, staffing, and client care coordination
- Oversee a small office staff team (3-4).
- Recruit, onboard, credential, and retain caregivers (CNAs, home health aides, companions)
- Ensure compliance with Texas Health and Human Services Commission (HHSC) home care licensing rules, HIPAA, and labor law
- Conduct or oversee client intake assessments and develop individualized care plans
- Manage caregiver scheduling to ensure consistent shift coverage and minimize gaps
- Handle client and family communications, complaints, and satisfaction follow-up
- Oversee timekeeping, payroll submission, and basic billing/invoicing accuracy
- Maintain accurate client and employee files for audit-readiness
- Support marketing/referral relationships with hospitals, discharge planners, and senior communities
- Track and report KPIs to ownership on a weekly/monthly basis
- Step in personally to fill last-minute shift gaps or handle urgent client issues when needed
Qualifications
- 2 years of experience in home care, home health, assisted living, or healthcare administration
- Healthcare Administration Certificate required
- Strong preference for an RN
- Working knowledge of Texas HHSC home care licensing requirements
- Strong organizational and multitasking skills; comfortable in a small-team, “all hands on deck” environment
- Experience with scheduling/EVV software (e.g., AlayaCare, ClearCare/Alora, WellSky) a plus
- Excellent interpersonal skills for client, family, and caregiver relationships
- Reliable transportation; ability to occasionally visit client homes
Pay: $70,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $70,000 - $75,000