Client Services Coordinator

Holistic HomeCare Associates; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

A dedicated home care provider in New York City is seeking a passionate Client Services Coordinator to ensure clients receive high-quality care. The role involves matching clients with qualified caregivers, managing schedules, and maintaining strong relationships. The ideal candidate should have at least 2 years of experience in healthcare or customer service and be proficient in scheduling software. A high school diploma is required, while an associate’s or bachelor’s degree is preferred. This is a crucial position in providing compassionate and personalized care.

Qualifications

• Minimum of 2 years experience in home care, healthcare, or customer service role.
• Detail-oriented and passionate about helping others.
• Proficient in scheduling software and basic computer applications.

Responsibilities

• Match clients with qualified caregivers based on needs and preferences.
• Build and maintain relationships with clients and caregivers.
• Manage and adjust schedules as needed, including emergencies.
• Maintain accurate records of client and caregiver interactions.
• Solicit client feedback to improve service delivery.
• Address staffing-related issues timely and effectively.

Skills

Organizational skills

Communication skills

Interpersonal abilities

Problem-solving skills

Time-management skills

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in healthcare administration or related field

Tools

Scheduling software

Basic computer applications

Job description

Holistic HomeCare Associates is a mission-driven home care registry dedicated to providing personalized, compassionate, and high-quality care to clients throughout the New York City metro area, Upstate NY, and Connecticut. We specialize in placing top-tier private hire caregivers, companions, and nurses with families who value choice, quality, and control in the hiring process.

Position Summary

The Client Services Coordinator at Holistic HomeCare Associates plays a pivotal role in ensuring our clients receive the highest standard of care. This position is primarily responsible for matching clients with qualified caregivers and ensuring seamless coordination of home care services. The ideal candidate will be detail-oriented, have excellent communication skills, and be passionate about helping others.

Experience and Education Requirements

• Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in healthcare administration, social work, or a related field preferred.
• Experience: Minimum of 2 years of experience in a home care, healthcare, or customer service role, with a focus on scheduling or staffing preferred.

Essential Job Functions, Duties and Responsibilities

• Client – Caregiver/ RN Matching & Scheduling: Efficiently match caregivers/RNs with clients based on their needs, preferences, and availability. Ensure all shifts are covered in a timely manner.
• Relationship Management: Build and maintain strong relationships with clients and caregivers/RNs, ensuring open lines of communication. Address any concerns or issues promptly and professionally.
• Coordination and Logistics: Manage and adjust schedules as needed, including handling last‑minute changes or emergencies. Ensure that all caregivers/RNs are fully briefed on client care details before their assignments. Ensure timecard approvals are completed by the Monday deadline.
• Documentation: Maintain accurate and up‑to‑date records of client and caregiver/RN interactions and schedules. Ensure compliance with all relevant regulations and company policies.
• Quality Assurance: Solicit client feedback and make necessary adjustments to improve service delivery.
• Collaboration: Work closely with other team members, including the Operations Manager, to ensure an adequate pool of qualified caregivers/RNs is available to meet client needs.
• Problem Solving: Address and resolve any staffing-related issues, such as caregiver/RN absences, client complaints, or scheduling conflicts, in a timely and effective manner.

On‑Call

Available for on‑call hours, answering the phone, and following up with urgent calls.

Knowledge, Skills, and Abilities

Knowledge

• Knowledge of private duty home care best practices
• Active listening skills and empathy

Skills

• Strong organizational and time‑management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in scheduling software and basic computer applications.
• Ability to work in a fast‑paced environment and handle multiple tasks simultaneously.
• Problem‑solving skills with a client‑focused approach.

Abilities

• Ability to work with new productivity software solutions, tech‑savvy or ability to learn.
• Be efficient at multitasking and be able to prioritize and manage projects from concept to completion.
• Must be proactive, detail‑oriented, know how to solve problems and execute in a timely fashion.
• Collaborative team member.

Attributes

• Compassionate and patient‑focused mindset.
• Ability to remain calm under pressure.
• High attention to detail and accuracy.

Physical Requirements

The physical demands described here are representative of the above Essential Job Functions and must be met by an employee for successful performance. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Job Functions.

• Must be able to work indoors in a standard office environment while maintaining focus and productivity with minimal interruptions.
• Must be able to listen, hear, and talk in English; second languages are a bonus and may be utilized in certain circumstances.
• This position is not very active and requires employees to frequently stand or sit for long periods at a desk and computer while using a phone.
• Regularly required to walk, kneel, stoop, crouch, reach, lift, carry, push, and pull.
• Vision abilities are required for driving, which include close, distance, color, peripheral, and depth perception, and the ability to adjust focus.
• Must be able to lift 10 pounds frequently.

How to Apply

If you are passionate about making a difference and meet the qualifications above, we invite you to apply and help us bring holistic, high‑quality care to more families in need.