What are the responsibilities and job description for the Office Coordinator - VisitingHome LLC position at VISITINGHOME LLC?
Position: Office Coordinator
Schedule: Monday–Friday, 9:00 AM – 5:00 PM
Reports to: Administrator / CEO
Location: Corona, CA (with occasional travel to other offices as needed)
Position Summary
The Office Coordinator plays a key administrative and operational role in ensuring that VisitingHome runs smoothly on a daily basis. This position supports office management, scheduling, caregiver coordination, compliance documentation, and communication between staff, clients, and management. The ideal candidate is detail-oriented, dependable, and professional, with strong communication and multitasking skills.
Key Responsibilities
Schedule: Monday–Friday, 9:00 AM – 5:00 PM
Reports to: Administrator / CEO
Location: Corona, CA (with occasional travel to other offices as needed)
Position Summary
The Office Coordinator plays a key administrative and operational role in ensuring that VisitingHome runs smoothly on a daily basis. This position supports office management, scheduling, caregiver coordination, compliance documentation, and communication between staff, clients, and management. The ideal candidate is detail-oriented, dependable, and professional, with strong communication and multitasking skills.
Key Responsibilities
- Administrative & Office Support
- Serve as the first point of contact for visitors, clients, and caregivers (in-person, phone, or email).
- Maintain organized filing systems for client, caregiver, and compliance records.
- Manage incoming calls, emails, and correspondence, ensuring timely follow-up.
- Support the Administrator with daily operational tasks, forms, reports, and communications.
- Maintain office supplies, inventory, and ensure a clean, professional office environment.
- Scheduling & Staffing
- Schedule caregivers according to client needs and approved authorizations.
- Confirm shifts, follow up on call-outs, and coordinate replacements promptly.
- Update and review SwyftOps and/or Sandata daily to ensure accuracy.
- Review expired authorizations, notify case managers, and ensure updates are completed.
- Maintain a weekly scheduling report and communicate any staffing issues to management.
- Compliance & Documentation
- Ensure all caregiver documentation is complete and current (TB, physicals, background checks, I-9, training, etc.).
- Assist with caregiver onboarding, orientation, and completion of compliance checklists.
- Maintain up-to-date patient files and visit records in accordance with VisitingHome policies and payer requirements.
- Upload all required documentation and authorizations to the appropriate systems.
- Communication & Coordination
- Serve as a liaison between caregivers, clients, and office leadership.
- Communicate scheduling updates, policy reminders, and compliance notices to staff.
- Participate in daily/weekly team huddles and report any operational concerns.
- Assist in organizing staff meetings, trainings, and company events.
- Performance & Reporting
- Track and report missed visits, late shifts, and unresolved scheduling gaps.
- Ensure accurate data entry across all systems (SwyftOps, Sandata, etc.).
- Support management with weekly reports and metrics to monitor performance.
- Marketing events
- Assist in preparing for upcoming events or job fairs
- Recruitment & Onboarding
- Schedule interviews and onboarding for new hires
- Ensure completion of applications, packets, and background checks
- Track TB tests, CPR renewals, and HCA/Registry statuses
Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Minimum 1–2 years of experience in home care, healthcare, or office coordination.
- Strong organizational, time management, and communication skills.
- Proficiency in Google Workspace (Docs, Sheets, Drive) and scheduling software (SwyftOps, Sandata, etc.).
- Bilingual (English/Spanish) preferred.
- Ability to work independently, meet deadlines, and handle sensitive information confidentially.
Core Competencies
- Professionalism and reliability
- Team collaboration
- Attention to detail and accuracy
- Customer service excellence
- Accountability and problem-solving
Important:
This is not a stress-free position. Apply only if you are ready to perform under pressure, meet daily expectations, and remain consistent in a fast-paced environment.
This is not a stress-free position. Apply only if you are ready to perform under pressure, meet daily expectations, and remain consistent in a fast-paced environment.
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