Office & Scheduling Coordinator (US Home Care) - Work from Home

The Boss System; Philippines; Remote; PHP 250,000 - 450,000; Full time

Job summary

The Boss System in the Philippines is seeking an Office & Scheduling Coordinator to support a US-based home care agency. The role demands highly organized, proactive, and detail-oriented individuals capable of managing caregiver scheduling, recruitment, and client communication.

You will coordinate caregiver assignments, onboarding, payroll-related tasks, and maintain accurate records in scheduling systems, while delivering compassionate, professional service during US business hours.

Qualifications

• Previous experience in scheduling, staffing coordination, recruitment, office administration, or customer service.
• Excellent English verbal and written communication skills.
• Strong organizational, multitasking, and problem-solving abilities.
• Proficiency in Microsoft Office and other administrative tools.
• Ability to handle urgent scheduling concerns and work independently.
• High attention to detail, professionalism, and confidentiality.
• Willingness to work during US business hours.

Responsibilities

• Caregiver Scheduling & Coordination: Manage and maintain caregiver schedules using scheduling platforms, coordinate assignments, and communicate updates to caregivers, clients, and families.
• Caregiver Recruitment & Onboarding: Assist with sourcing, screening, interview scheduling, onboarding, and maintaining employee records.
• Client Services & Communication: Handle inquiries, assist with client intake, provide service coordination updates, and document concerns for management.
• Office Administration & Operational Support: Maintain client and caregiver records, update care plans, assist with payroll and administrative reporting, ensure compliance and handle follow-ups.

Skills

Scheduling

Staffing coordination

Recruitment

Office administration

Customer service

English communication

Multitasking

Attention to detail

US business hours

Microsoft Office

Tools

SwyftOps

WellSky

AxisCare

Aaniie

AlayaCare

Job description

Job Type: Full-Time | Independent Contractor
Industry: US Home Care / Healthcare Services
Schedule: US Business Hours (Night Shift – Philippine Time)

Job Summary

We are looking for a highly organized, proactive, and detail-oriented Office & Scheduling Coordinator to support the daily operations of a US-based home care agency.

The ideal candidate has experience in US home care scheduling, caregiver coordination, recruitment, client communication, and office administration. This role requires excellent multitasking skills, strong communication abilities, and the ability to handle staffing concerns in a fast-paced environment.

Key Responsibilities

Caregiver Scheduling & Coordination

• Manage and maintain accurate caregiver schedules using SwyftOps or similar home care scheduling platforms.

• Coordinate caregiver assignments, shift coverage, schedule changes, and last-minute call-offs.

• Match caregivers with clients based on availability, qualifications, and care requirements.

• Communicate scheduling updates to caregivers, clients, and families.

• Address scheduling conflicts and staffing concerns promptly.

Caregiver Recruitment & Onboarding

• Assist with caregiver sourcing, applicant screening, interview scheduling, and recruitment coordination.

• Support new caregiver onboarding, orientation, and documentation.

• Maintain accurate employee records, credentials, and training documentation.

• Coordinate with management regarding staffing needs and recruitment priorities.

Client Services & Communication

• Handle incoming inquiries from clients, families, caregivers, and referral sources.

• Assist with new client intake, assessment scheduling, and service coordination.

• Provide timely updates regarding caregiver assignments and service changes.

• Document client concerns and elevate issues to management when necessary.

• Maintain professional and compassionate communication with clients and families.

Office Administration & Operational Support

• Maintain accurate client and caregiver records in SwyftOps or similar systems.

• Update client profiles, care plans, and service documentation.

• Assist with payroll preparation, billing documentation, and administrative reporting.

• Monitor documentation accuracy and support compliance with company policies.

• Perform general administrative tasks and operational follow-ups.

Qualifications

Required Qualifications

• Previous experience in scheduling, staffing coordination, recruitment, office administration, or customer service.

• Excellent English verbal and written communication skills.

• Strong organizational, multitasking, and problem-solving abilities.

• Proficiency in Microsoft Office and other administrative tools.

• Ability to handle urgent scheduling concerns and work independently.

• High attention to detail, professionalism, and confidentiality.

• Willingness to work during US business hours.

Preferred Qualifications

• Experience working with a US home care, home health, healthcare, or senior care agency.

• Hands-on experience in caregiver scheduling, recruitment, or client intake.

• Familiarity with SwyftOps, WellSky, AxisCare, Aaniie, AlayaCare, or similar home care management systems.

• Experience handling caregiver call-offs, open shifts, and last-minute staffing changes.

• Knowledge of US home care operations, caregiver documentation, and client service coordination.

• Experience supporting multiple locations or service territories.

Ideal Candidate

We are looking for someone who is:

• Proactive and resourceful – Can resolve scheduling conflicts and staffing challenges with minimal supervision.

• Highly organized – Can manage multiple priorities, schedules, and administrative responsibilities.

• Compassionate and professional – Communicates effectively with caregivers, clients, and families.

• Adaptable and dependable – Remains calm under pressure and responds quickly to urgent operational needs.

• Detail-oriented – Maintains accurate records, schedules, and documentation.