Care and Office Coordinator

Job Description

Job Description

POSITION SUMMARY:

Senior Helpers of Castle Rock & Parker is built on a simple promise: the right caregiver, in the right home, at the right time. The Care and Office Coordinator keeps that promise. As the third pillar of our core team, alongside the Executive Director and the Director of Care Services, this role leads everything that brings great caregivers to our clients and keeps them with us.

The Coordinator guides each caregiver’s journey with us, from the first conversation with an applicant through hiring, onboarding, orientation, and every shift that follows. By building a well-prepared team ahead of need and planning schedules weeks in advance, the Coordinator ensures every client receives consistent, dependable care and that our agency is ready to welcome new families as we grow. While the Director of Care Services partners with clients and families, the Coordinator is the trusted resource for our caregivers: the person who recruits, prepares, supports, and helps them build a lasting career in care.

The ideal candidate is organized, forward-thinking, and people-focused: someone who brings calm and structure to a fast-moving environment and understands that caring well for our caregivers is how we care well for our clients.

 

ESSENTIAL DUTIES & RESPONSIBILITIES (includes the following, but is not limited to):

Caregiver Recruiting & Hiring

• Recruit caregivers: post openings, source candidates, screen applicants (occasional travel).
• Interview candidates and make hiring recommendations within criteria set by the Executive Director.
• Recruit & interview ahead of demand so onboarded caregivers are ready for upcoming client starts.
• Match caregiver skills, availability, and location to client needs.
• Track the hiring pipeline and report status weekly to the Executive Director.

  Onboarding, Orientation & Training

• Process new-hire paperwork and keep employee files complete and current.
• Complete background and reference checks before each caregiver’s first shift.
• Send new hires reminders for paperwork, orientation, and first shifts, and follow up until complete.
• Lead caregiver orientation, training, and skills assessments.
• Track caregiver competencies, certifications, and training renewals.
• Complete company-provided Home Health Personal Care training.

  Scheduling & Care Coverage

• Build caregiver schedules from client care plans with the Director of Care Services.
• Keep all client schedules fully staffed two to three weeks in advance.
• Fill open shifts and call-offs and resolve last-minute schedule conflicts.
• Coordinate caregiver “meet and greet” introductions with new clients.
• Maintain accurate records and reports in the scheduling system (training provided).
• Share the after-hours on-call rotation for caregiver call-offs.
• Occasionally cover urgent client shifts directly, in addition to regular office hours.

  Caregiver Support & Retention

• Serve as caregivers’ first point of contact for questions, availability, and time off.
• Support caregiver performance evaluations.
• Follow up on and document client concerns about caregivers; escalate serious issues.
• Mentor caregivers on professional standards and safe practices.
• Check in with caregivers regularly to support satisfaction and retention.
• Reconcile time sheets, resolve pay issues, and submit payroll reporting.

  Office Operations

• Manage daily office operations.
• Answer calls; handle caregiver and applicant calls and route client calls to the Director of Care Services.
• Maintain business, employment, and program records (e.g., long-term care insurance, VA).
• Prepare staffing reports and perform other administrative tasks as requested.

 

WORKING RELATIONSHIPS & BACKUP

• Caregivers and applicants work with the Care and Office Coordinator.
• Clients and families work with the Director of Care Services.
• Weekly staffing check-in with the Director of Care Services to plan three weeks ahead.
• Escalate to the Executive Director: unfilled shifts, discipline, hiring exceptions, safety or compliance.
• Provide backup coverage during absences.

 

KNOWLEDGE, SKILLS & ABILITIES Reasonable accommodation may be made for individuals with medical limitations or disabilities to perform essential functions.

• Exceptional and verifiable customer service and employee relations skills and experience; professional and courteous in every interaction, with good judgment to resolve concerns at all levels internally and externally.
• Sensitive and skilled in dealing with the differing feelings and values of caregivers, clients, and coworkers. Withholds judgment and actively listens; seeks to understand.
• Excellent organizational skills, attention to detail, and the ability to prioritize and meet deadlines in a changing and fast-paced environment.
• Excellent comprehension and communication skills, with the ability to listen to and understand information presented in person and over the phone.
• Must demonstrate enthusiasm, trustworthiness, personal integrity, and honesty.
• Ability to maintain confidentiality with sound decision-making skills per HIPAA laws and regulations, company policies, culture, and philosophy.
• Ability to work both independently and as part of a team, involving leadership when necessary.
• Good decision-making skills, with the ability to analyze information, evaluate results, and implement the best solution to problems or challenges.
• Plans ahead and communicates proactively to prevent coverage gaps.
• Self-motivated and curious, with a willingness to learn and keep up to date technically.
• Able to hold self and others accountable for maintaining ethical and compliant business practices in alignment with the organizational Mission, Vision & Values.
• Passionate about providing excellent care to our clients.

 

QUALIFICATIONS

• High School Diploma or GED required; some college preferred.
• Friendly, approachable personality — able to connect with caregivers and candidates by phone, text, and email.
• Comfortable working in a fast-paced environment and handling multiple priorities.
• Professional, reliable, and committed to building long-term success with our team.
• Minimum of one year in an office setting or equivalent experience preferred.
• Previous experience in recruiting, staff scheduling, or office coordination strongly preferred.
• Strong organizational, communication, and problem-solving skills.
• Home care, healthcare staffing, or geriatric experience preferred.
• Bachelor’s degree, or related education or certification in business, a plus.
• Proficiency in computer skills and MS Office applications, with the ability to learn scheduling and applicant-tracking software quickly.

 

PHYSICAL DEMANDS (includes but is not limited to):

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for individuals with medical limitations or disabilities to perform the essential functions.

• Able to move items up to 20 lbs.
• Able to remain in a stationary position for extended periods.
• Able to communicate with others over the phone and in person to accurately exchange information.
• Able to acquire information from a variety of resources.
• Able to work in a constant state of alertness and in a safe manner.

 

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Senior Helpers of Castle Rock & Parker is an independently owned and operated franchise backed by a nationally recognized in-home senior care leader with over 400 locations worldwide.