Home Care Scheduling & Operations Coordinator Administrative Support.

Job Description

Job Description

Administrative & Operations Support Coordinator

Gaddiel Homecare Services, Inc.
Location: Peachtree Corners, Georgia
Job Type: Full-Time | On-Site
Schedule: Monday–Friday, 9:00 AM–5:00 PM
Reports To: Administrative Operations Manager

Compensation: $40,000–$46,000 annually, commensurate with qualifications, experience, and relevant skills.

About Gaddiel Homecare Services

Established in 2014, Gaddiel Homecare Services, Inc. is a growing home care agency dedicated to helping seniors and adults maintain their independence, dignity, and quality of life in the comfort of their homes.

We provide personal care, companionship, respite care, skilled nursing services, and specialized support through Medicaid waiver programs, including CCSP/SOURCE, NOW/COMP, and ICWP.

Our mission is “Bringing peace of mind, one family at a time.”

Position Summary

We are seeking a highly organized, dependable, and proactive Administrative & Operations Support Coordinator to support our daily home care operations.

This is a hands-on position that plays a critical role in coordinating caregiver schedules, maintaining continuity of care, communicating with clients and caregivers, and ensuring that operational tasks are completed accurately and on time.

The ideal candidate is someone who anticipates problems, takes initiative, communicates effectively, and follows through without constant supervision.

This position requires strong attention to detail, excellent time management, and the ability to remain calm and solution-oriented in a fast-paced healthcare environment.

Key ResponsibilitiesCaregiver Scheduling and Staffing Coordination

• Coordinate and maintain daily and weekly caregiver schedules using WellSky Personal Care.

• Monitor scheduled visits to ensure clients receive services as planned.

• Respond promptly to caregiver call-outs, cancellations, and scheduling changes.

• Identify qualified replacement caregivers and coordinate coverage.

• Match caregivers to client needs based on qualifications, availability, location, and compatibility.

• Communicate scheduling changes to caregivers, clients, and authorized family members.

• Monitor upcoming schedules to anticipate staffing gaps before they affect service delivery.

• Escalate unresolved staffing challenges to the Administrative Operations Manager.

Client Services and Communication

• Serve as a primary point of contact for routine scheduling and service-related inquiries.

• Maintain professional and compassionate communication with clients, families, and caregivers.

• Coordinate new client service starts following completion of required assessments and approvals.

• Follow up with clients regarding caregiver assignments, service changes, and scheduling concerns.

• Document client communications and service-related issues accurately.

• Escalate clinical concerns to the nursing team and significant operational concerns to management.

• Help maintain strong client relationships through timely communication and reliable follow-through.

Electronic Visit Verification (EVV) and Documentation

• Monitor caregiver clock-ins, clock-outs, and visit documentation in WellSky.

• Identify missed visits, incomplete documentation, and EVV discrepancies.

• Follow up with caregivers to obtain accurate information and supporting documentation.

• Prepare EVV exception reports for management review.

• Assist with reconciling scheduled, completed, and documented service hours.

• Ensure documentation is completed within established agency timelines.

• Support accurate payroll and billing preparation by identifying and reporting discrepancies.

Operational and Administrative Support

• Assist with client onboarding and coordination of service initiation.

• Maintain accurate schedules, operational logs, and service coordination records.

• Monitor pending tasks, deadlines, and follow-up requirements.

• Collaborate with the Administrative Assistant on documentation and recordkeeping.

• Work closely with the Recruiter to communicate staffing shortages and anticipated caregiver needs.

• Assist the Administrative Operations Manager with implementation of operational procedures.

• Prepare daily staffing updates and operational reports.

Quality Assurance and Compliance

• Follow agency policies, confidentiality requirements, and applicable regulatory standards.

• Help ensure caregivers are assigned only to services for which they are qualified and cleared.

• Identify potential service delivery or documentation concerns and report them promptly.

• Assist with administrative preparation for audits and quality assurance reviews.

• Participate in process improvement initiatives to strengthen scheduling accuracy, communication, and service reliability.

Required Qualifications

• Previous experience in home care scheduling, healthcare coordination, staffing, or a related administrative role.

• Strong organizational and multitasking skills.

• Excellent verbal and written communication skills.

• Ability to manage competing priorities and resolve scheduling challenges under pressure.

• Strong attention to detail and accuracy in documentation.

• Proficiency with computers, Microsoft Office, and electronic scheduling systems.

• Ability to handle confidential client and employee information professionally.

• Strong customer service skills and a commitment to reliable service delivery.

Preferred Qualifications

• At least two years of experience in home care scheduling or healthcare operations.

• Experience using WellSky Personal Care or a similar home care management platform.

• Familiarity with Electronic Visit Verification (EVV).

• Knowledge of Georgia home care services and Medicaid waiver programs.

• Experience coordinating caregivers across multiple clients and service locations.

• Familiarity with caregiver credentialing, payroll reconciliation, and client intake processes.

What We Are Looking For

We are especially interested in candidates who demonstrate:

• Ownership: You take responsibility for your work and follow through until issues are resolved.

• Initiative: You recognize potential problems and take appropriate action before they escalate.

• Reliability: You understand that missed shifts and communication failures can directly affect vulnerable clients.

• Accountability: You maintain accurate records, meet deadlines, and communicate openly.

• Compassion: You treat clients, families, and caregivers with patience, respect, and professionalism.

• Teamwork: You collaborate effectively with management, administrative staff, recruiters, and nursing professionals.

• Adaptability: You can remain organized and focused when schedules change unexpectedly.

Performance Expectations

The successful candidate will be expected to:

• Maintain accurate and up-to-date caregiver schedules.

• Respond promptly to staffing changes and service interruptions.

• Minimize preventable uncovered shifts.

• Identify and follow up on EVV and documentation exceptions.

• Maintain timely, professional communication with clients and caregivers.

• Complete assigned operational reports and follow-up tasks on schedule.

• Contribute to improvements in client satisfaction and continuity of care.

What We Offer

• An opportunity to join an established and growing home care agency.

• A supportive, collaborative working environment.

• Direct involvement in meaningful work that impacts clients and families.

• Opportunities for professional development and advancement.

• Compensation based on qualifications and experience.

How to Apply

Interested candidates should submit an updated résumé highlighting their experience in home care scheduling, healthcare coordination, client services, or administrative operations.

Gaddiel Homecare Services, Inc.
Bringing peace of mind, one family at a time.

Gaddiel Homecare Services, Inc. is an Equal Opportunity Employer.