Office Administrator/Scheduling Coordinator

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Position Overview

We are a private in-home care company based in West Virginia with 30 years of experience. We are seeking a highly organized, compassionate, and detail-oriented Office Administrator / Scheduling Coordinator to join our team.

This position plays a critical role in ensuring our clients receive dependable, high-quality care by coordinating caregiver schedules, supporting office operations, and maintaining clear communication between clients, caregivers, and leadership.

The ideal candidate thrives in a fast-paced environment, enjoys problem-solving, and understands the importance of reliability and discretion in a healthcare setting.

Key Responsibilities

Scheduling & Care Coordination

• Create and manage weekly caregiver schedules
• Match caregivers to clients based on skills, availability, and personality fit
• Fill open shifts quickly, including evenings/weekends as needed
• Manage call-offs and last-minute schedule changes
• Communicate schedule updates clearly to caregivers and clients
• Monitor overtime and maintain efficient staffing levels

Administrative Support

• Answer phones and respond to client and caregiver inquiries professionally
• Maintain accurate client and employee records
• Assist with onboarding paperwork and documentation
• Track caregiver certifications, TB tests, background checks, and training
• Support billing and payroll processing (as needed)
• Ensure compliance with company policies and South Carolina regulations

Client & Caregiver Relations

• Provide exceptional customer service to clients and families
• Conduct follow-up calls to ensure client satisfaction
• Support caregivers with scheduling concerns and documentation questions
• Maintain confidentiality and professionalism at all times

Qualifications

• 2+ years of office administration or scheduling experience (healthcare preferred)
• Experience in home care, healthcare, or staffing industry strongly preferred
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to multitask and problem-solve under pressure
• Professional demeanor and compassionate attitude

Desired Attributes

• Dependable and self-motivated
• Calm and solution-focused in urgent situations
• Strong attention to detail
• Team-oriented with a positive attitude
• Understanding of HIPAA and confidentiality standards

Work Schedule

• Monday–Thursday 7:30 am to 5:30 pm (with occasional on-call support as needed)
• Full-time position
• In-office role in Okatie, SC

Compensation & Benefits

• Competitive hourly pay based on experience
• Paid time off
• Supportive, team-focused work environment
• Opportunity for growth within the company

Why Join Us?

We are committed to providing compassionate, reliable care to seniors and individuals in our community. Our office team plays a vital role in supporting caregivers and ensuring families receive peace of mind. If you are organized, compassionate, and thrive in a dynamic environment, we would love to meet you.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person