Operations Coordinator

We’re looking for a proactive, organized, and compassionate Operations Coordinator to support the day‐to‐day operations of our non‐medical home care agency, with a focus on caregiver scheduling, recruiting, and maintaining accurate records. This is a dynamic role that combines people operations, compliance oversight, and systems management in a mission-driven environment.

This role is structured as a temporary to full-time hourly (~30 hours/week) position.

⭐ What You’ll Do

Scheduling & Client Support

• Coordinate and maintain accurate caregiver schedules, including new assignments, shift changes, and cancellations.
• Respond promptly to call‐outs and last‐minute changes, working to minimize service disruptions for clients.
• Update client and caregiver information, schedules, and service notes in our software.
• Communicate schedule details and changes clearly to caregivers and office staff by phone, text, and email.
• Track caregiver availability, hours, and preferences to support strong client–caregiver matches.

Recruitment & Onboarding

• Assist with posting caregiver job ads on job boards, social media, and local groups.
• Review caregiver applications, conduct initial phone screens, and schedule interviews.
• Support the onboarding process by preparing paperwork, collecting required documents, and ensuring completion of training.
• Create, update, and maintain organized electronic files for caregivers, including licenses, certifications, and renewals.

Training & Compliance

• Maintain up-to-date caregiver and client data, ensuring accurate service and visit records.
• Use payroll software to help track onboarding status, escalating issues to supervisors as needed.
• Enroll caregivers in required training courses, monitor completion, and send reminders for overdue training.
• Produce simple reports related to training completion, compliance, and staffing.

General Administrative Support

• Answer phones and route calls, providing friendly and professional customer service to clients, families, and caregivers.
• Assist with preparing simple reports, forms, and communication for clients, referral sources, and staff.
• Support office projects and other duties as assigned to help operations run smoothly.

What You Bring

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Clear and professional communication skills, both written and verbal.
• Ability to work independently, use good judgment, and maintain confidentiality.
• Previous scheduling, coordination, or office support experience.
• Comfort learning and using software systems. Experience with Wellsky, Viventium, or CareAcademy is a plus, but training will be provided.
• Experience in home care, healthcare staffing, senior care, or a similar service‐based environment (e.g. hospitality) preferred.
• Basic understanding of lawful hiring practices; people-first approach to managing compliance and employee engagement.
• Basic familiarity with social media posting for business (Facebook, Instagram, LinkedIn).

If you're excited to help grow and support a team that provides compassionate care in our community, we’d love to hear from you!  Apply via email by sending your resume and a cover letter to us at info@winecountryseniorcare.com.