Home Care Operations Coordinator

HomeWell Care Services; Tulsa (OK); On-site; USD 20,664 - 34,440; Part time

Job summary

A dedicated home care agency in Tulsa is seeking a part-time Care Operations Coordinator to manage caregiver schedules, provide support for operations, and ensure high-quality service delivery. The role involves strong organizational skills, communication with clients and caregivers, and administrative oversight. Ideal candidates have a high school diploma and two years of related experience in home care or healthcare. This position may grow to full time as the agency expands.

Qualifications

• High school graduate with two years of related experience.
• Knowledge of home care and administrative operations.
• Exceptional organizational skills and good judgment.

Responsibilities

• Coordinate and maintain accurate client schedules.
• Communicate assignments and schedule changes to caregivers.
• Monitor shift attendance and ensure continuity of care.
• Support caregiver engagement and onboarding tasks.
• Assist with general office operations and documentation.

Skills

Organizational skills

Communication skills

Problem-solving

Customer-service mindset

Job description

Overview

HomeWell Care Services provides a holistic and personalized approach to home care, tailored to meet each individual’s unique needs. Our goal is to deliver qualified and compassionate professional assistance, ensuring comfort and peace of mind for our clients. By focusing on fostering independence, we help individuals live a safe and fulfilling life in the comfort of their own homes.

Role Description

The Care Operations Coordinator supports the daily operational heartbeat of HomeWell Care Services. This role blends scheduling, caregiver support, administrative workflow, HR coordination, and care operations oversight to ensure clients receive exceptional service and caregivers feel supported, engaged, and set up for success.

This position manages the flow of information between clients, caregivers, and leadership; maintains accurate and compliant records; and ensures that care delivery runs smoothly, efficiently, and in alignment with HomeWell standards.

Minimum Qualifications

• High school graduate.
• Two years of related experience; knowledge of home care, healthcare, scheduling, HR, or administrative operations.
• Strong written and verbal communication skills with a customer‑service mindset.
• Must possess exceptional organizational skills and follow-through and be comfortable utilizing various technologies and computer programs.
• Able to exercise initiative, problem solve and apply sound judgment.
• Able to work under pressure and manage multiple demands simultaneously.
• Must present a positive and professional business image.
• Must pass a criminal background check.

Essential Duties and Responsibilities

Scheduling & Care Operations

• Coordinate and maintain accurate client schedules, matching caregivers whose skills and availability align with client needs.
• Communicate new assignments, schedule changes, and care updates to caregivers and clients.
• Monitor shift attendance, late/missed clock‑ins, and follow up promptly to ensure continuity of care.
• Review completed shift logs, reconcile discrepancies, and escalate payroll or billing concerns as needed.
• Track caregiver hours to prevent unnecessary overtime and notify the Administrator when overtime is required.
• Maintain accurate client and caregiver records, documentation, and care notes in the agency CRM.

Caregiver Engagement & HR Support

• Serve as person of support for caregivers, fostering engagement, appreciation, and retention.
• Assist with onboarding tasks, credential tracking, training compliance, and maintaining up‑to‑date caregiver files.
• Communicate staffing trends and needs to the Administrator to support recruitment and workforce planning.

Administrative & Operational Support

• Support general office operations, including answering phones, responding to inquiries, and assisting with client intake processes.
• Document client and caregiver updates, incidents, and communications in the CRM in a timely and accurate manner.
• Assist with quality assurance efforts by monitoring care delivery, gathering feedback, and escalating concerns.
• Contribute to refining operational workflows, policies, and best practices.
• Provide backup support for other administrative or operational tasks as needed.

Physical and Environmental Demands

This is a primarily sedentary position requiring regular use of a computer and telephone.

Organizational Relationship

Reports directly to the Owner/Operator.

Classification

Non-Exempt.

Position Type & Expected Hours of Work

Part‑time with potential for growth to full time as the agency expands.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.