Client Relations & Scheduling Coordinator

FirstLight Home Care of Greater Kansas City; Kansas City (MO); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

401(k) with Company Match

Paid Time Off

Paid Holidays

Continuing Education

Career Growth & Leadership Development

Job summary

FirstLight Home Care of Kansas City is seeking a highly organized Client Relations & Scheduling Coordinator. This role blends client care coordination with caregiver workforce management in a fast-paced healthcare setting, emphasizing relationship-building, urgency, and professional communication.

The ideal candidate will manage complex schedules, support clients and caregivers, and drive a positive client experience while maintaining workforce engagement and operational excellence.

Qualifications

• Bachelor’s Degree preferred in Business Administration, Healthcare Administration, Communication, Management, or related field.
• 2–5+ years of experience in scheduling, staffing coordination, healthcare operations, workforce management, customer service, or related operational roles.
• Experience in home care, healthcare staffing, workforce coordination, hospitality operations, or employee scheduling strongly preferred.
• Strong communication, relationship-building, and conflict-resolution skills.
• Ability to multitask and make sound decisions in a fast-paced environment.
• Strong organizational skills with high attention to detail.
• Experience working with scheduling systems, HRIS platforms, Microsoft Office, and digital communication tools.
• Self-motivated, dependable, proactive, and solution-oriented.
• Ability to remain calm, professional, and adaptable during urgent situations and operational changes.

Responsibilities

• Build and maintain strong professional relationships with clients and families through proactive communication and exceptional service.
• Coordinate caregiver schedules to ensure continuity of care and fulfillment of client service needs.
• Professionally manage client concerns, schedule changes, and urgent care situations with empathy and urgency.
• Communicate effectively with clients regarding staffing updates, schedule adjustments, and service coordination.
• Help ensure a positive and dependable client experience at all times.
• Serve as a primary point of contact and support resource for caregivers.
• Coordinate staffing solutions for call-offs, schedule changes, and last-minute coverage needs.
• Help ensure caregivers are appropriately matched with clients based on availability, compatibility, skillset, and care needs.
• Maintain proactive communication with caregivers to support engagement and workforce retention.
• Support caregivers through daily operational challenges while maintaining professionalism and accountability.
• Manage and maintain complex daily schedules in a rapidly changing environment.
• Monitor staffing coverage to ensure all client visits are appropriately staffed.
• Enter, update, and maintain accurate scheduling information and employee records.
• Coordinate schedule adjustments efficiently while minimizing disruption to clients and caregivers.
• Assist with after-hours or on-call scheduling support as needed.
• Maintain accurate client and employee records within scheduling and HR systems.
• Track employee documentation, certifications, availability, and scheduling updates.
• Utilize scheduling software, HRIS platforms, Microsoft Office, and digital communication systems effectively.
• Collaborate closely with Recruiting, HR, and Leadership teams to support workforce needs proactively.
• Assist with operational projects and process improvement initiatives as needed.
• Partner closely with office leadership and operations teams to support daily business objectives.
• Help maintain a positive, team-oriented workplace culture focused on accountability, professionalism, and compassion.
• Support a fast-paced environment requiring flexibility, urgency, strong prioritization, and critical thinking.
• Contribute to operational efficiency, client satisfaction, and caregiver retention efforts.

Skills

Communication

Relationship building

Conflict resolution

Multitasking

Detail oriented

Education

Bachelor’s Degree preferred in Business/Healthcare Admin

Tools

Scheduling systems

HRIS platforms

Microsoft Office

Digital communication tools

Job description

Client Relations & Scheduling Coordinator

FirstLight Home Care of Kansas City

At FirstLight Home Care, we don’t just coordinate schedules — we help families receive dependable care and support caregivers who make a meaningful difference in people’s lives every day.

FirstLight Home Care is seeking a highly organized, people-focused operations professional to join our growing team as a Client Relations & Scheduling Coordinator.

This is not a traditional scheduling position

This role serves as a key leader within our daily operations — balancing client experience, caregiver support, staffing coordination, and real-time problem solving in a fast-paced healthcare environment.

The right candidate will thrive on building relationships, solving challenges, and making a meaningful difference in the lives of both clients and caregivers every day.

If you are energized by relationship-building, operational coordination, fast-paced decision-making, and making a real difference in people’s lives, we would love to meet you.

ABOUT FIRSTLIGHT HOME CARE

FirstLight Home Care is a locally owned national home care brand dedicated to helping people have their best day — every day.

Our Culture of Care philosophy drives everything we do and has helped us become one of the most trusted and respected home care providers in the country.

We are proud to be recognized as one of America’s Best Home Care Agencies to Work For and are committed to creating a supportive environment where employees can grow professionally while making a meaningful impact in the lives of others.

We proudly offer:

• Full Medical, Dental, and Vision Benefits
• 401(k) with Company Match
• Paid Time Off & Paid Holidays
• Bonus & Performance Incentive Opportunities
• A Positive, Team-Oriented Culture
• The Opportunity to Make a Meaningful Impact Every Day

POSITION SUMMARY

At FirstLight Home Care, our Client Relations and Scheduling Coordinator role is far more than traditional appointment scheduling.

This position serves as a critical operational hub for both client care coordination and caregiver workforce management. The ideal candidate is an exceptional communicator, relationship builder, and problem solver who thrives in a fast-paced healthcare environment where compassion, urgency, organization, and decision-making are essential.

This individual will play a direct role in:

• Ensuring clients receive reliable, high-quality care services
• Supporting and retaining caregivers through proactive communication and employee engagement
• Managing complex staffing and scheduling needs
• Maintaining continuity of care during daily operational changes and urgent situations
• Delivering an outstanding client and employee experience

This role is ideal for someone who enjoys balancing people-focused relationship management with fast-paced operational coordination and problem-solving.

KEY RESPONSIBILITIES

Client Relations & Care Coordination

• Build and maintain strong professional relationships with clients and families through proactive communication and exceptional service
• Coordinate caregiver schedules to ensure continuity of care and fulfillment of client service needs
• Professionally manage client concerns, schedule changes, and urgent care situations with empathy and urgency
• Communicate effectively with clients regarding staffing updates, schedule adjustments, and service coordination
• Help ensure a positive and dependable client experience at all times

Caregiver Scheduling & Employee Support

• Serve as a primary point of contact and support resource for caregivers
• Coordinate staffing solutions for call-offs, schedule changes, and last-minute coverage needs
• Help ensure caregivers are appropriately matched with clients based on availability, compatibility, skillset, and care needs
• Maintain proactive communication with caregivers to support engagement and workforce retention
• Support caregivers through daily operational challenges while maintaining professionalism and accountability

Scheduling Operations & Workforce Coordination

• Manage and maintain complex daily schedules in a rapidly changing environment
• Monitor staffing coverage to ensure all client visits are appropriately staffed
• Enter, update, and maintain accurate scheduling information and employee records
• Coordinate schedule adjustments efficiently while minimizing disruption to clients and caregivers
• Assist with after-hours or on-call scheduling support as needed

Administrative & Operational Support

• Maintain accurate client and employee records within scheduling and HR systems
• Track employee documentation, certifications, availability, and scheduling updates
• Utilize scheduling software, HRIS platforms, Microsoft Office, and digital communication systems effectively
• Collaborate closely with Recruiting, HR, and Leadership teams to support workforce needs proactively
• Assist with operational projects and process improvement initiatives as needed

Team Collaboration & Operational Excellence

• Partner closely with office leadership and operations teams to support daily business objectives
• Help maintain a positive, team-oriented workplace culture focused on accountability, professionalism, and compassion
• Support a fast-paced environment requiring flexibility, urgency, strong prioritization, and critical thinking
• Contribute to operational efficiency, client satisfaction, and caregiver retention efforts

QUALIFICATIONS

• Bachelor’s Degree preferred in Business Administration, Healthcare Administration, Communication, Management, or related field
• 2–5+ years of experience in scheduling, staffing coordination, healthcare operations, workforce management, customer service, or related operational roles
• Experience in home care, healthcare staffing, workforce coordination, hospitality operations, or employee scheduling strongly preferred
• Strong communication, relationship-building, and conflict-resolution skills
• Ability to multitask and make sound decisions in a fast-paced environment
• Strong organizational skills with high attention to detail
• Experience working with scheduling systems, HRIS platforms, Microsoft Office, and digital communication tools
• Self-motivated, dependable, proactive, and solution-oriented
• Ability to remain calm, professional, and adaptable during urgent situations and operational changes

IDEAL CANDIDATE TRAITS

The ideal candidate is:

• Highly organized and exceptionally detail-oriented
• Calm, professional, and solution-focused under pressure
• A strong communicator with excellent relationship-building abilities
• Emotionally intelligent and empathetic with both clients and caregivers
• Comfortable managing urgent staffing and scheduling challenges
• Proactive, resourceful, and highly dependable
• Able to confidently make real-time operational decisions
• Motivated by helping people and solving problems
• Comfortable balancing compassion with accountability
• Excited to contribute to a collaborative and growing healthcare organization

WHY THIS ROLE MATTERS

At FirstLight Home Care, dependable scheduling and caregiver support directly impact the lives of the clients and families we serve.

This role plays a critical part in ensuring clients receive consistent, compassionate care while caregivers feel supported, connected, and set up for success.

The right person in this role will have the opportunity to make a meaningful difference every single day by helping create positive experiences for both clients and caregivers.

COMPENSATION & BENEFITS

Pay Range: $50,000 – $60,000 per year

Benefits Include:

• 401(k) with Company Match
• Paid Time Off
• Paid Holidays
• Continuing Education
• Career Growth & Leadership Development Opportunities