Client Relations & Scheduling Ops Lead

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

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.