Administrative / Office Assistant

Office AssistantThe Office Assistant plays a vital role in supporting the daily scheduling, coordination, and mentorship of our caregiver team. This position works closely with the Staffing Director and team to ensure consistent, high-quality coverage for our clients while supporting caregivers in their day-to-day success.This is an ideal role for someone who is organized, energetic, people-focused, and thrives in a fast-paced healthcare environment.Caregiver Scheduling & CoordinationAssist with scheduling caregivers for new clients and open shifts on existing casesHelp maintain consistency in caregiver-client assignmentsCommunicate daily scheduling updates with caregivers and clientsMonitor and update schedules in real time to ensure accuracyAdministrative & Systems SupportMaintain accurate caregiver and client records in scheduling and database systemsReview telephony logs daily and make corrections to support accurate payroll and billingEnsure timely and accurate data entry across all systemsRecruitment & Caregiver SupportAssist with recruiting efforts using an Applicant Tracking System (ATS)Conduct initial caregiver interviews (virtual and in-person)Reinforce company policies, procedures, and expectationsSupport caregiver onboarding, evaluations, and performance improvement processesTeam Communication & ReportingProvide regular updates to the office team regarding open shifts after exhaustive staffing effortsShare caregiver supply and demand updates with the marketing teamEscalate appropriate concerns to the Staffing DirectorClient & Caregiver RelationsMaintain positive, professional relationships with clients, families, caregivers, referral sources, and team membersProvide encouragement, guidance, and support to caregiversUphold strict confidentiality at all timesAdditional DutiesParticipate in on-call rotation as directed (evenings/weekends)Assist with general office duties including phone support, filing, and receptionPerform other duties as assigned by managementQualificationsAssociate's degree preferredMinimum of 1 year experience in a healthcare office setting (private duty home care strongly preferred)Proficiency with Google Workspace, Microsoft Office (Word, Excel, Outlook), scheduling software, and healthcare systemsStrong written and verbal communication skillsAbility to remain calm, flexible, resilient, and professional in a high-energy environmentExcellent organizational, multitasking, and follow-through skillsStrong customer-service mindset with a commitment to client and caregiver excellence