Operations Coordinator Hybrid

Peace of Mind Care; Guelph; On-site; CAD 40,000 - 48,000; Full time

Benefits offered by this job

Competitive compensation

Benefits package

Professional development

Career growth opportunities

Supportive workplace culture

Meaningful work affecting clients

Job summary

Peace of Mind Care is looking for an organized Operations Coordinator to join our Guelph office. The role supports scheduling, staffing, recruitment, AlayaCare administration, and after-hours coordination, reporting to the Director of Operations and working with the Care Planning Manager and office team.

The position offers a flexible, outcomes-focused environment with scheduled hours and weekend responsibilities, helping ensure smooth weekly transitions and effective care delivery.

Qualifications

• Minimum of 2 years in home care, healthcare administration, scheduling, or related coordination role.
• Experience with healthcare scheduling software.
• AlayaCare strongly preferred.
• Excellent communication and interpersonal skills.
• Strong judgment and problem-solving ability.
• Ability to work independently and manage changing priorities.
• Confidentiality and teamwork are essential.
• Commute proximity to the office is required.

Responsibilities

• Support client and caregiver scheduling.
• Fill open shifts and resolve scheduling gaps.
• Contact staff regarding availability, shift confirmations, and schedule changes.
• Maintain accurate information and schedules within AlayaCare.
• Support applicant screening and recruitment activities.
• Complete staff and operational follow-up.
• Help prepare upcoming schedules and priorities.
• Support general administrative and operational needs.
• Respond to after-hours issues and escalate when required.
• Prepare a clear handoff so the team starts each week informed.

Skills

Scheduling

Healthcare ops

AlayaCare

Staff recruitment

Communication

Problem solving

Independent work

Tools

AlayaCare

Procura

AxisCare

WellSky Personal Care

MatrixCare Home Care

MS Office

Job description

At Peace of Mind Care, we believe that “Exemplary Care Is Our Standard.” For more than 12 years, we have proudly provided award-winning home care services built on compassion, professionalism, integrity, and excellence.

As a locally owned and operated home care provider serving Guelph and the surrounding communities, we are committed to delivering personalized, client-centred care that promotes independence, dignity, and peace of mind.

We believe exceptional care begins with exceptional people. That is why we invest in our employees through ongoing learning, mentorship, career development, teamwork, trust, and open communication.

If you are organized, motivated, compassionate, and enjoy solving problems in a fast-moving environment, this role offers the opportunity to make a meaningful contribution to both our clients and our team.

Position Summary

Peace of Mind Care is seeking a highly organized, proactive, and adaptable Operations Coordinator to join our growing office team.

Reporting to the Director of Operations and working collaboratively with the Care Planning Manager, Care Administrator, and broader office team, the Operations Coordinator will provide additional capacity across scheduling, staffing, recruitment support, AlayaCare administration, and after-hours coordination.

The successful candidate will become an important operational resource for the team – helping us stay ahead of scheduling needs, communicate with staff, support hiring activities, resolve issues as they arise, and ensure a smooth transition from the end of one week into the next.

The role is designed to be flexible and outcomes-focused, with a combination of scheduled working hours and weekend operational responsibility.

Key Responsibilities

Responsibilities may include:

• Supporting client and caregiver scheduling
• Filling open shifts and helping resolve scheduling gaps
• Contacting staff regarding availability, shift confirmations, and schedule changes
• Maintaining accurate information and schedules within AlayaCare
• Supporting applicant screening and other recruitment activities
• Completing staff and operational follow-up
• Helping prepare upcoming schedules and priorities
• Supporting general administrative and operational needs
• Responding to appropriate after-hours issues and escalating when required
• Preparing a clear handoff so the office team begins each week informed and organized

Typical Weekly Schedule

The position is expected to provide approximately 32 paid hours per week, with the opportunity for approximately 38 hours when an additional Wednesday shift is required.

A typical schedule may include:

4:00pm–10:00pm

Thursday

4:00pm–10:00pm

Friday

4:00pm–10:00pm

Saturday

Weekend operations support and duty coverage

Sunday

Weekend operations support and preparation for the coming week

Monday

Early morning support beginning at 6:00am, followed by participation in the weekly team handoff/meeting

Weekend hours include defined operational work as well as responsibility for the duty phone. Our existing answering service remains the first point of contact and triages incoming calls before escalating matters that require attention.

The weekend portion of the role provides flexibility in how agreed operational priorities are completed, while maintaining clear expectations around responsiveness, communication, and outcomes.

What We’re Looking For

The ideal candidate will bring:

• Previous experience in home care, healthcare operations, scheduling, or a related coordination role
• Strong scheduling and organizational skills
• Experience with AlayaCare strongly preferred
• Excellent communication and interpersonal skills
• Strong judgment and problem-solving ability
• Confidence working independently
• Ability to manage changing priorities calmly and professionally
• Strong attention to detail and follow-through
• Comfort communicating with clients, families, caregivers, and internal team members
• Ability to recognize when an issue can be resolved independently and when escalation is required
• A collaborative, team-first approach

Qualifications

• Minimum of 2 years of experience in home care, healthcare administration, scheduling, or a related healthcare coordination role preferred.
• Experience using healthcare scheduling software is required, including one or more of the following:
• AlayaCare (strongly preferred)
• Procura
• AxisCare
• WellSky Personal Care (formerly ClearCare)
• MatrixCare Home Care
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
• Strong verbal and written communication skills.
• Demonstrated critical thinking and independent problem-solving abilities.
• Excellent customer service and relationship-building skills.
• High level of attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Comfortable working independently while contributing positively within a collaborative team environment.
• Must live within commutable distance (less than an hour from the office) to enable onboarding and occassional team discussions

What We Offer

• Competitive compensation based on experience
• Comprehensive benefits package (where applicable)
• Ongoing professional development and continuing education opportunities
• Opportunities for career growth and advancement
• Supportive, collaborative, and positive workplace culture
• Meaningful work that positively impacts clients, families, and the local community

Why This Role Is Different

This position is designed for someone who enjoys having variety in their work and taking ownership of outcomes. One week may involve significant scheduling support. Another may include staff screening, confirmations or administrative projects. The goal is to provide the successful candidate with meaningful responsibility, flexibility, and the opportunity to become an increasingly valuable part of our operations team as Peace of Mind Care continues to grow. For the right person, this role offers the opportunity to develop deeper experience in home care operations, scheduling, staffing, and coordination while contributing directly to the quality and reliability of care we provide every day.