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Seeking Operations Coordinator for Home Care Agency (napa county)
Seniors Helping Seniors
compensation:
$25/hour DOE
employment type:
full-time
experience level:
mid level
job title:
Operations Coordinator
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We’re looking for a proactive, organized, and compassionate Operations Coordinator to support the day‑to‑day operations of our non‑medical home care agency, with a focus on caregiver scheduling, recruiting, and maintaining accurate records. This is a dynamic role that combines people operations, compliance oversight, and systems management in a mission-driven environment.
Position: Operations Coordinator
Location: Napa, CA (in-office)
Rate: $25/hour DOE
What You'll Do:
- Coordinate and maintain accurate caregiver schedules, including new assignments, shift changes, and cancellations.
- Respond promptly to call‑outs and last‑minute changes, working to minimize service disruptions for clients.
- Update client and caregiver information, schedules, and service notes in our software.
- Communicate schedule details and changes clearly to caregivers and office staff by phone, text, and email.
- Track caregiver availability, hours, and preferences to support strong client–caregiver matches.
- Assist with posting caregiver job ads on job boards, social media, and local groups.
- Review caregiver applications, conduct initial phone screens, and schedule interviews.
- Support the onboarding process by preparing paperwork, collecting required documents, and ensuring completion of training.
- Create, update, and maintain organized electronic files for caregivers, including licenses, certifications, and renewals.
- Maintain up-to-date caregiver and client data, ensuring accurate service and visit records.
- Use payroll software to help track onboarding status, escalating issues to supervisors as needed.
- Enroll caregivers in required training courses, monitor completion, and send reminders for overdue training.
- Produce simple reports related to training completion, compliance, and staffing.
- Answer phones and route calls, providing friendly and professional customer service to clients, families, and caregivers.
- Assist with preparing simple reports, forms, and communication for clients, referral sources, and staff.
- Support office projects and other duties as assigned to help operations run smoothly.
What You Bring:
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
- Clear and professional communication skills, both written and verbal.
- Ability to work independently, use good judgment, and maintain confidentiality.
- Previous scheduling, coordination, or office support experience.
- Comfort learning and using software systems. Experience with Wellsky, Viventium, or CareAcademy is a plus, but training will be provided.
- Experience in home care, healthcare staffing, senior care, or a similar service‑based environment (e.g. hospitality) preferred.
- Basic understanding of lawful hiring practices; people-first approach to managing compliance and employee engagement.
- Basic familiarity with social media posting for business (Facebook, Instagram, LinkedIn).
If you're excited to help grow and support a team that provides compassionate care in our community, we’d love to hear from you! Apply via email by sending your resume and a cover letter to us at info@winecountryseniorcare.com.
License #284700015
- Principals only. Recruiters, please don't contact this job poster.