Office Coordinator and Scheduler

Senior Helpers; Mooresville (NC); On-site; USD 22,041 - 33,062; Full time

Job summary

Senior Helpers in Mooresville, NC is seeking a dedicated Scheduler to manage daily caregiver scheduling, collaborate with care teams, and ensure top-notch client service. The role emphasizes organization, problem-solving, and proactive communication to coordinate care plans.

The ideal candidate has strong customer service experience, excellent multitasking abilities, and a team-oriented mindset to support clients aging in place at home.

Qualifications

• High School Diploma or equivalent required; Associate’s degree preferred.
• Prior experience in customer service, staffing, scheduling, or logistics preferred.
• Knowledge of general home care/healthcare staffing is a plus.
• Excellent organization and communication skills; ability to multitask and adapt in fast-paced environments.

Responsibilities

• Select, schedule, and coordinate caregivers based on assessment and care plan information.
• Maintain scheduling of caregivers and resolve conflicts, emergencies, and call-outs.
• Track changes in company software and ensure shifts are filled three days in advance.
• Communicate caregiver updates to clients and families in a timely and positive manner.
• Assist in keeping caregiver files up to date and monitor licensing/insurance expirations.
• Audit time cards to ensure hours match scheduled hours.
• Serve as the point of contact with client families regarding schedules.

Skills

Customer service

Organization

Communication

Multitasking

Problem solving

Team player

Education

High School Diploma or equivalent

Associate's degree preferred

Tools

Telephone systems

Job description

Join a team that makes a difference in the lives of our clients and their families. If you are looking for a career that offers professional growth, a positive work environment with team morale and camaraderie, a team that supports each other to impact the growth and success of their company and allows our clients to age in the comfort of their homes while helping them keep and gain their independence, Senior Helpers of (Insert Location Name) is the company for you.

Our Schedule Coordinator will be a vital team member in the daily operations of our company. Our Schedule Coordinator will ensure that our clients receive the care they need from our care giving team. Individuals who enjoy organizing schedules for best coverage, record keeping, problem‑solving, and customer service will love this job and are encouraged to apply!

Enjoy Our Job Benefits:

• Health Insurance
• Paid Time Off

Why Work for Senior Helpers?

• Great Place to Work® Certified—91% of our employees say Senior Helpers is a great place to work. We understand that our employees are with us to keep our business running and moving forward.
• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging.
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony.

General Duties and Responsibilities but not limited to:

• Manages workload based on goals, initiative, and prioritization.
• Select, schedule, and coordinate caregivers based on assessment and care plan information for new and existing clients. Maintains appropriate gross profit margin for each case.
• Maintain all scheduling of caregivers and respond to situations where scheduling conflicts, emergencies and/or “call‑outs” arise. The company schedule must be complete three days before all scheduled shifts.
• Communicate timely and positively any caregiver changes and updates to the schedules ahead of the scheduled time, with the client/family.
• Track and record in company software for all scheduling changes.
• Accept on‑call duty averaging two weeks per month and as directed by supervisor.
• Communicate and provide input to the internal staff on hiring needs on a regular basis.
• May assist in keeping caregiver files up to date, including tracking expiration of any licensing, insurance, etc. in computer software. Collects new documents as directed, notifies supervisor when new documents cannot be obtained.
• Audits time cards on a regular basis to ensure hours match scheduled hours.
• Demonstrate an ability to identify and solve problems; uses initiative and good judgment to reach quality decisions.
• Coordinate shift back‑fill activities in the event of caregiver tardiness or absences.
• Act as point of contact with client family regarding schedules.
• Maintain an excellent rapport with clients and caregivers and effectively promote positive interpersonal relationships.
• Works in conjunction with supervisor in resolving complaints, incidents, and injuries.

What We’re Looking For Our Scheduler to Have:

• High School Diploma or equivalent (GED) is required, Associate’s degree preferred.
• Previous experience in customer service preferred.
• Minimum of one year in a staffing/scheduling/logistics position preferred.
• Knowledge of general home care/healthcare staffing preferred.
• Excellent organization and communication skills.
• Quick‑thinking and astute decision‑making skills.
• Team player, excellent verbal and communication skills, adaptable in different situations, possesses excellent client interaction skills, able to multi‑task and work independently.
• Must have experience using telephones with multiple lines, multi‑task on several calls and maintain professionalism and patience within a fast‑paced environment.
• Excellent problem‑solving and creative‑solution abilities.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state and local news.