What are the responsibilities and job description for the Operations Coordinator position at Perfect Care INC?
Position Summary
The Operations Coordinator is responsible for supporting the daily operational functions of Perfect Care Inc. by providing administrative and operational assistance across Payroll, Human Resources, Scheduling, and Client Relations. This position ensures the accuracy of employee and client records, promotes compliance with company policies and regulatory requirements, supports continuity of care, and contributes to the overall efficiency of the organization.
The Operations Coordinator serves as a key liaison between departments, helping to ensure that operational processes are completed accurately, professionally, and in a timely manner while maintaining exceptional customer service for both employees and clients.
Essential Duties and ResponsibilitiesPayroll Support- Assist with daily monitoring of employee timekeeping through approved timekeeping systems.
- Verify employee clock-ins, clock-outs, GPS accuracy (where applicable), client assignments, and scheduled work hours.
- Identify and communicate payroll discrepancies, including missed punches, overlapping shifts, late arrivals, and early departures.
- Maintain payroll discrepancy logs and ensure corrections are submitted within payroll deadlines.
- Assist the Payroll Administrator with payroll audits, overtime tracking, paid time off verification, and payroll preparation.
- Maintain strict confidentiality of payroll information.
- Assist with new employee onboarding, including new hire documentation, policy acknowledgments, system access, badges, and orientation activities.
- Maintain accurate employee personnel files, certifications, background checks, training records, and performance documentation.
- Monitor employee compliance with required certifications, trainings, and policy acknowledgments.
- Notify employees and leadership of upcoming certification or training expirations.
- Provide administrative support for employee relations matters, including attendance tracking, coaching documentation, corrective actions, and written warnings under HR direction.
- Respond to routine employee questions and refer complex issues to Human Resources.
- Assist with developing and maintaining employee schedules based on client authorizations, employee availability, qualifications, and service needs.
- Coordinate scheduling changes resulting from call-outs, lateness, vacations, or emergencies.
- Assist in securing shift coverage while maintaining continuity of client care.
- Communicate schedule updates promptly to employees, clients, and internal departments.
- Monitor attendance trends and report recurring issues to leadership.
- Ensure scheduling records accurately align with payroll data.
- Serve as a professional point of contact for clients regarding scheduling changes, staffing updates, and general service inquiries.
- Assist with client file setup and maintenance.
- Track service authorizations and assist with documentation, including task sheets and monthly summaries, as assigned.
- Document client concerns and assist with resolving routine issues while escalating significant concerns to management.
- Maintain accurate and timely client documentation in accordance with company and regulatory standards.
- Maintain accurate documentation across operational departments.
- Prepare reports, logs, spreadsheets, and operational tracking documents.
- Assist with audits, quality assurance activities, and compliance reviews.
- Support departmental projects and organizational initiatives.
- Perform additional duties as assigned to support operational excellence.
- Associate degree in Business Administration, Healthcare Administration, Human Resources, or a related field preferred.
- High school diploma or equivalent required.
- Minimum of two years of administrative or operations experience preferred.
- Experience in healthcare, home care, human services, or a related industry is highly preferred.
- Experience with payroll, scheduling, or HR administrative functions is desirable.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to maintain professionalism and confidentiality.
- Strong problem-solving and critical-thinking abilities.
- Ability to work independently while collaborating effectively with multiple departments.
- Proficiency with Microsoft Office Suite, scheduling software, payroll systems, HRIS platforms, and electronic documentation systems.
- Prolonged periods of sitting and computer use.
- Ability to communicate effectively by telephone, email, and in person.
- Occasional lifting of office materials up to 25 pounds.
- Ability to move throughout the office as needed.
- Primarily office-based with occasional interaction in field operations.
- Standard business hours with flexibility to assist during operational needs.
- May require occasional overtime during payroll processing, staffing emergencies, or organizational projects.
The Operations Coordinator must:
- Maintain strict confidentiality of all employee, client, payroll, and company information.
- Comply with HIPAA, labor laws, company policies, and all applicable federal and state regulations.
- Access confidential information only as required to perform assigned duties.
- Demonstrate integrity, professionalism, and ethical conduct in all aspects of the position.
Success in this position is demonstrated by the ability to:
- Maintain accurate payroll and scheduling records.
- Ensure timely completion of assigned operational tasks.
- Support compliance with company policies and regulatory requirements.
- Promote positive employee and client experiences through responsive communication.
- Demonstrate initiative, accountability, and strong organizational skills.
- Collaborate effectively across Payroll, Human Resources, Scheduling, Client Relations, and Leadership teams.
- Uphold the mission, vision, and values of Perfect Care Inc.
- Non-Exempt or Exempt: Based on position classification
- Full-Time or Part-Time: As designated by company needs
Perfect Care Inc. reserves the right to modify or amend this job description at any time to meet organizational needs. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.