Healthcare Operations Coordinator

Title: Healthcare Operations Coordinator

Working Hours: 8 PM - 5 AM, Pakistan Time.

Employment Type: Full-time, Remote

About the Role

We are a growing home-care agency serving clients who require reliable, compassionate in-home care. We are looking for an experienced Home Care Operations Coordinator to manage the day-to-day administrative and coordination functions of our agency.

This is not a basic data-entry or general virtual assistant position. The ideal candidate has experience managing schedules, coordinating a distributed workforce, communicating with employees, supporting recruiting and onboarding, maintaining personnel documentation, and following established operational processes.

Your role is to independently execute and coordinate recurring operational processes, identify issues, follow up proactively, and keep the agency organized.

Key Responsibilities

1. Caregiver Scheduling and Shift Coordination (45% of role)

• Maintain caregiver schedules and coordinate assignments based on client needs and caregiver availability.
• Manage schedule changes, open shifts, cancellations, and call-outs.
• Contact caregivers to identify replacement coverage.
• Communicate schedule changes to caregivers and appropriate internal team members.
• Monitor uncovered shifts and escalate unresolved staffing issues.
• Maintain accurate scheduling records and follow established scheduling procedures.

2. Caregiver Recruiting and Candidate Coordination (20% of role)

• Post job openings on approved recruiting platforms.
• Review incoming applications and organize qualified candidates.
• Conduct initial candidate screening using established criteria.
• Recommend qualified candidates to the Director of Operations.
• Coordinate interviews and follow up with applicants.
• Maintain an organized recruiting pipeline and report on candidate activity.
• Track recruiting progress and identify bottlenecks.

3. Employee Onboarding and Administration (10% of role)

• Coordinate new-hire onboarding and required paperwork.
• Follow up with employees regarding incomplete documentation.
• Assist with ADP onboarding and employee record maintenance.
• Maintain personnel files and onboarding checklists.
• Coordinate employee status changes and routine administrative updates.
• Track completion of required onboarding steps.

4. Employee Communication and Documentation (10% of role)

• Communicate with caregivers regarding routine employment and administrative matters.
• Track attendance, performance concerns, and policy violations.
• Document employee incidents and maintain appropriate records.
• Prepare written warnings and other employee communications using approved procedures.
• Coordinate routine follow-up communications and acknowledgments.
• Escalate significant employee relations matters to the Director of Operations.
• Maintain confidentiality and professional communication at all times.

5. Compliance and Training Coordination (5% of role)

• Maintain trackers for required employee documentation, credentials, training, and expiration dates.
• Send reminders regarding missing or expiring documents.
• Coordinate training registration and completion follow-up.
• Track outstanding compliance items and report overdue requirements.
• Escalate unresolved compliance issues to the Director of Operations.
• Coordinate with internal team members when in-person follow-up is necessary.

6. HR, Payroll and Benefits Administration (5% of role)

• Assist with routine ADP administration and employee record updates.
• Coordinate payroll-related administrative follow-up.
• Organize and track EDD notices and related documentation.
• Coordinate routine benefits enrollment and employee information updates.
• Communicate with payroll and benefits providers as needed.
• Maintain organized records of administrative activity.

7. Operational Reporting and Follow-Up (5% of role)

• Prepare recurring staffing, recruiting, onboarding, and compliance reports.
• Maintain accurate operational trackers and spreadsheets.
• Monitor outstanding tasks and follow up on deadlines.
• Identify recurring administrative problems and recommend process improvements.
• Provide the Director of Operations with timely updates on operational issues and trends.

Required Qualifications

• Previous experience in home care, healthcare staffing, caregiver coordination, medical staffing, or a similar workforce-based service business.
• Demonstrated experience managing schedules for a large or distributed workforce.
• Experience handling call-outs, shift coverage, and last-minute schedule changes.
• Strong written and verbal English communication skills.
• Experience with recruiting coordination, candidate screening, and onboarding.
• Experience maintaining employee records and compliance documentation.
• Comfortable communicating with employees about attendance, performance, and administrative requirements.
• Strong organizational skills and ability to manage multiple priorities independently.
• Reliable internet connection and a professional remote working environment.
• Ability to work consistently during Pacific Time business hours.
• High level of discretion when handling confidential employee and client information.

Preferred Experience

• Home-care agency or home-health staffing experience.
• Familiarity with caregiver scheduling and client-care requirements.
• Experience with WellSky or similar home-care management software.
• Experience with ADP or other payroll and HR platforms.
• Familiarity with applicant tracking systems and online recruiting platforms.
• Experience coordinating employee training and compliance documentation.
• Experience supporting U.S.-based businesses and communicating with U.S. employees.