Position Summary
Gracious Hearts Home Care is seeking a dependable, organized, professional, and self-motivated Office Coordinator to assist with the daily operations of our home care office.
The Office Coordinator will be responsible for opening and maintaining the office Monday through Friday and serving as the primary on-site office contact when the Administrator or Alternate Administrator is not physically present.
This position is ideal for someone who is comfortable working independently, has strong organizational and communication skills, and can keep routine office operations moving without constant supervision.
The Office Coordinator will work closely with agency management and our AI scheduling assistant to support daily operations.
Primary ResponsibilitiesDaily Office Operations
- Open and prepare the office for business each morning.
- Oversee routine day-to-day office operations.
- Maintain front desk coverage during regular business hours.
- Answer and direct incoming telephone calls.
- Check and respond to routine voicemails, emails, faxes, and office messages.
- Greet caregivers, clients, applicants, vendors, and visitors professionally.
- Maintain a clean, organized, and welcoming office environment.
- Receive and organize incoming mail, documents, faxes, and deliveries.
- Scan, upload, copy, and file documents.
- Maintain confidential client and employee information.
- Assist management with routine administrative projects.
- Maintain office supplies and notify management when additional supplies are needed.
Calendar & Administrative Coordination
- Maintain company calendars and scheduled appointments.
- Schedule meetings, interviews, orientations, training sessions, and other company activities.
- Assist with coordinating client assessments and appointments as directed.
- Send appointment and meeting reminders when needed.
- Prepare basic materials for meetings, orientations, and training.
- Assist with coordinating staff meetings and company functions.
- Help maintain organized administrative records and electronic files.
Basic Scheduling Support
The Office Coordinator will provide basic scheduling support while working alongside Riley, our AI Scheduler.
Responsibilities include:
- Monitor the daily caregiver and client schedule.
- Identify open or uncovered shifts.
- Contact available caregivers to assist with finding replacement coverage when needed.
- Communicate approved schedule changes.
- Assist caregivers with missed clock-ins and clock-outs.
- Document basic scheduling concerns.
- Escalate unresolved staffing problems, repeated attendance issues, or significant concerns to management.
The Office Coordinator is not responsible for independently managing disciplinary actions or major staffing decisions.
Client & Caregiver Communication
- Serve as a routine point of contact for clients, families, and caregivers during office hours.
- Answer general questions and provide approved company information.
- Document concerns and forward significant matters to management.
- Assist with communicating routine schedule information.
- Receive new client inquiries and gather basic contact and service information.
- Assist with scheduling consultations or assessments for prospective clients.
- Forward complaints, safety concerns, changes in client condition, or other significant matters to management.
New Hire & Employee Administrative Support
- Assist with scheduling caregiver interviews.
- Assist with new employee onboarding and orientation.
- Collect and organize required new-hire paperwork.
- Follow up on missing administrative documents.
- Maintain organized employee files.
- Assist with tracking expiration dates for required employee documentation.
- Refer employee discipline, termination, pay, performance, and other management-level concerns to the Administrator or Alternate Administrator.
Weekly Referral Follow-Up
The Office Coordinator will provide basic weekly referral and marketing support as part of regular office duties.
Responsibilities include:
- Make weekly follow-up calls to existing and potential referral sources.
- Follow up with case managers, social workers, discharge planners, healthcare organizations, and community partners as directed.
- Send occasional follow-up emails to referral sources.
- Maintain a simple referral contact and follow-up log.
- Provide approved information regarding Gracious Hearts Home Care services and current availability.
- Forward new referrals and partnership opportunities to management.
This is not an outside sales or marketing position.
Management & Escalation
The Office Coordinator should be comfortable handling routine office matters independently while understanding when management involvement is necessary.
The following matters should be escalated to the Administrator or Alternate Administrator:
- Serious client or family complaints
- Client safety concerns
- Suspected abuse, neglect, or exploitation
- Significant incidents or injuries
- Major scheduling problems that cannot be resolved
- Repeated employee attendance concerns
- Employee disciplinary matters
- Hiring or termination decisions
- Pay or payroll disputes
- Client rate or billing changes
- Legal or regulatory matters
- Major compliance concerns
- Matters outside the employee's authority
QualificationsRequired
- High school diploma or equivalent
- Previous office, administrative, customer service, or similar experience
- Strong organizational skills
- Professional telephone etiquette
- Strong written and verbal communication skills
- Basic computer and email skills
- Ability to learn scheduling and web-based office software
- Ability to multitask and prioritize responsibilities
- Ability to work independently without constant supervision
- Dependable attendance and punctuality
- Ability to maintain confidential information
- Professional and friendly demeanor
Preferred
- Previous healthcare or home care office experience
- Administrative assistant or office coordinator experience
- Experience with employee or client scheduling
- Experience working with caregivers or field-based employees
- Experience with electronic scheduling or documentation systems
Ideal Candidate
We are looking for someone who:
- Is reliable and consistently arrives to work on time
- Can confidently open and operate the office independently
- Does not require constant supervision
- Takes initiative and follows through on responsibilities
- Is organized and detail-oriented
- Communicates professionally with clients, families, caregivers, and referral sources
- Can remain calm when unexpected situations occur
- Is comfortable making routine decisions within their assigned responsibilities
- Understands when an issue needs to be escalated to management
- Is comfortable working with technology and AI-supported scheduling tools
- Wants to grow with an established home care company
Compensation
Starting Pay: $14.00 per hour
Compensation and performance may be reviewed following the introductory period based on:
- Attendance and punctuality
- Reliability
- Organization
- Ability to independently maintain daily office operations
- Communication
- Follow-through
- Overall job performance
Schedule
Monday–Friday
This is a full-time, in-person office position and is not remote.
About Gracious Hearts Home Care
Gracious Hearts Home Care provides non-medical caregiver and personal assistance services to individuals who want to remain safely and comfortably in their homes.
We are looking for a dependable Office Coordinator who can become a trusted part of our administrative team and help ensure our office continues to operate smoothly each day.
If you are organized, dependable, professional, comfortable working independently, and enjoy helping people, we encourage you to apply.
Pay: $13.00 - $15.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Work Location: In person
