Care Coordinator / Office Administrator

Care Coordinator / Office Administrator Location: Bellevue, WA — In office Employment type: Part-time, with potential for additional hours as the agency grows Compensation: Based on experience Benefits/other compensation: Independent trusted role, performance bonuses, flexible scheduling, meaningful work, professional growth, supportive work culture About Griswold Care Pairing of Bellevue Griswold Care Pairing of Bellevue is a non-medical home-care agency that helps elderly and individuals with disabilities remain safe, comfortable, and independent in their own homes. We are committed to compassionate client service, reliable caregiver support, and a respectful, team-oriented workplace. Our office team plays a vital role in making sure clients receive dependable care and caregivers have the guidance, tools, and communication they need to succeed. Position summary The Care Coordinator / Office Administrator is a key member of our Bellevue office team. This high-impact role supports daily agency operations by coordinating caregiver schedules, assisting with caregiver recruitment and onboarding, conducting orientations, maintaining caregiver compliance files, and providing responsive communication to clients, families, caregivers, and prospective applicants. The ideal candidate is calm under pressure, exceptionally organized, detail-oriented, warm and professional on the phone, and comfortable managing several time-sensitive priorities at once. This position requires sound judgment, discretion, reliability, and strong follow-through. Core responsibilities Scheduling and client coordination * Build and maintain accurate client and caregiver schedules in the agency scheduling system. * Match caregivers to clients based on care needs, availability, personality fit, location, skills, experience, and client/family preferences. * Communicate schedule updates, call-outs, coverage needs, and caregiver changes promptly and professionally. * Help resolve scheduling gaps and support timely coverage for urgent or last-minute needs. * Follow up with clients and families to support satisfaction, continuity of care, and clear communication. * Assist with new-client intake materials, caregiver introductions, client folders, service documentation, and related office tasks. * Maintain accurate client and caregiver contact information, scheduling notes, and service records. Caregiver recruiting, onboarding, and orientation * Respond to caregiver applicants, conduct phone screens, coordinate interviews, and communicate next steps. * Guide qualified caregivers through the hiring, onboarding, and orientation process. * Collect, review, scan, file, and track required employment and compliance documents. * Coordinate background checks, reference checks, employment verification, and onboarding paperwork. * Assist with caregiver orientation, including agency expectations, documentation requirements, scheduling procedures, professional boundaries, client service standards, and communication protocols. * Help ensure caregivers understand required clock-in/out, timekeeping, care-plan, incident-reporting, and documentation processes. Caregiver file management and compliance * Maintain complete, accurate, organized, and audit-ready caregiver files. * Track annual and recurring caregiver requirements, including credentials, licenses, training, TB testing, CPR/First Aid, background checks, continuing education, and other required agency documentation. * Proactively contact caregivers regarding upcoming expirations, missing documents, and renewal deadlines. * Maintain clear compliance trackers and follow through until required documents are received and filed. * Assist with reporting, quality assurance, and process-improvement projects as assigned. Office administration * Provide organized, responsive support for day-to-day office operations. * Answer incoming calls and emails with professionalism, empathy, and timely follow-up. * Prepare correspondence, forms, folders, orientation materials, caregiver packets, and client materials. * Scan, file, and maintain electronic and physical records so information is easy to locate. * Handle client, family, caregiver, financial, and agency information with strict confidentiality. * Support special projects and other administrative responsibilities as needed. Required qualifications * At least three years of experience in office administration, staffing, scheduling, recruiting, customer service, healthcare administration, or a related operational role. * Strong experience managing calendars, schedules, deadlines, records, and multiple competing priorities. * Excellent verbal, written, phone, and interpersonal communication skills. * Strong computer skills and comfort learning new scheduling, document-management, and office software. * Exceptional organization, attention to detail, and follow-through. * Ability to remain calm, professional, and solutions-focused when handling time-sensitive scheduling issues. * Ability to work independently while communicating effectively with leadership and the office team. * High school diploma or equivalent. * Ability to pass a background check consistent with applicable law. Preferred qualifications * Experience in non-medical home care, healthcare administration, staffing, recruiting, caregiver coordination, or senior services. * Experience with home-care scheduling platforms, such as ClearCare/WellSky Personal Care, AxisCare, AlayaCare, or similar systems. * Experience coordinating caregiver onboarding, orientations, background checks, credential tracking, or personnel-file compliance. * Familiarity with Washington home-care, caregiver-training, and documentation requirements. * Associate’s or bachelor’s degree in business, healthcare administration, human resources, or a related field. What we offer * Competitive hourly pay based on experience. * Meaningful work supporting older adults and families in the Bellevue community. * A supportive, collaborative office environment. * Training in agency systems, processes, and home-care operations. * Opportunity to grow into expanded care-coordination, operations, recruiting, or leadership responsibilities as the agency grows. How to apply Please submit your résumé and a brief note explaining your experience with scheduling, caregiver onboarding, recruiting, file compliance, or client/family communication. Selected candidates may be asked to complete interviews, reference checks, employment verification, a background check, and a brief job-related scheduling or administrative skills exercise.