Office Coordinator

Job Summary At Home Instead, we are dedicated to helping older adults live safely, comfortably, and with dignity in their own homes. The Office Coordinator plays a vital role in supporting the daily operations that make exceptional client care possible. This position serves as a key administrative and scheduling resource for clients, Care Pros, and office staff, helping to ensure that services are delivered efficiently, consistently, and with the highest level of professionalism. You will support day-to-day staffing operations, respond to schedule changes and call-outs, assist with compliance and documentation requirements, and help create a positive experience for both clients and Care Pros. Through strong communication, organization, and attention to detail, you will play a critical role in ensuring operational excellence and service quality across the organization. This role requires a balance of customer service, relationship-building, problem-solving, organizational excellence, and operational coordination to maintain Home Instead’s exceptional standard of care and service while supporting the continued growth and success of the business. Key Competencies Empathy and compassion – a genuine passion for serving older adults and their families. Exceptional communication skills- the ability to build trust and rapport with clients and families through clear, compassionate verbal and written communication. Strong problem-solving and organizational abilities – adept at managing multiple clients, priorities, and situations at once. Attention to detail – ensures accuracy in client records, care plans, and compliance documentation. Team-oriented mindset – able to collaborate effectively with Care Pros, office staff, team members. Scheduling & Staffing Coordination Manage and maintain caregiver schedules to ensure all client shifts are staffed appropriately. Respond promptly to call-outs, schedule changes, and staffing challenges, securing coverage with urgency. Match Care Pros with clients based on availability, skills, preferences, and compatibility. Maintain accurate, real-time scheduling information and updates within company systems. Communicate scheduling changes effectively with clients, Care Pros, and office staff. Client & Care Pro Support Serve as a primary point of contact for clients, families, and Care Pros. Provide professional, empathetic, and solutions-oriented customer service. Address inquiries, concerns, and service-related issues while maintaining a high standard of care and responsiveness. Build positive relationships that support client satisfaction and Care Pro engagement. Office Administration & Operations Organize and maintain client and employee records, both electronic and physical. Support daily office operations to ensure a professional, efficient, and organized work environment. Complete administrative tasks, documentation, filing, and data entry accurately and timely. Assist with special projects and operational initiatives as needed. Care Pro Onboarding & Support Assist with onboarding new Care Pros, including documentation collection, scheduling, and orientation coordination. Ensure onboarding requirements are completed accurately and within established timelines. Support the ongoing administrative needs of Care Pros throughout their employment lifecycle. Compliance & Documentation Partner with leadership and HR to maintain accurate records and documentation. Track compliance requirements for Care Pros and clients, ensuring records remain current and complete. Assist with audits, reporting, and regulatory documentation reviews. Ensure company policies, procedures, and documentation standards are consistently followed. Office & Inventory Management Monitor office supply inventory and coordinate replenishment as needed. Support office equipment, materials, and facility-related needs. Maintain an organized and professional office environment. Perform other duties as assigned. Must-Have Qualifications Experience with scheduling, staffing coordination, or shift management; home care, healthcare, or staffing industry experience preferred. Strong organizational skills with experience managing documentation, records, and administrative processes. Experience supporting employee onboarding and personnel documentation. Familiarity with compliance tracking and documentation management. Experience managing office supplies, inventory, and administrative operations. Excellent customer service, communication, and interpersonal skills. Additional Qualifications 2+ years of experience in an administrative, coordinator, scheduling, or office support role. Experience in home care, healthcare, senior services, staffing, or other service-based industries preferred. Ability to manage multiple priorities and adapt in a fast-paced environment. Proficiency with Microsoft Office Suite (Word, Excel, Outlook); experience with scheduling software such as ClearCare / WellSky is a plus. Strong attention to detail, problem-solving abilities, and follow-through. Positive attitude, professional demeanor, and team-oriented mindset 1+ years in Healthcare Administration, Social Work, Gerontology, or a related field preferred, but not required. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with client management software preferred. Other Requirements: Availability to work evenings or weekends as needed. Ability to maintain confidentiality and adhere to ethical business practices. Compensation & Benefits Competitive salary + Bonus Voluntary Health, Vision, Dental PTO 401k Opportunities for Growth Flexible Work Environment #J-18808-Ljbffr Home Instead (240)