Staffing and Intake Coordinator

Aven Care Providers, Inc; Los Angeles (CA); On-site; USD 28,000 - 30,000; Full time

Job summary

Aven Care Providers, Inc. in Los Angeles is seeking a reliable Staffing and Intake Coordinator to support day-to-day operations in a fast-paced environment. This entry-level role requires handling a high volume of calls, coordinating staff for client assignments, and maintaining accurate calendars and client records.

You will assist with client intake, refer referrals, and ensure confidentiality while delivering empathetic customer service to clients, staff, and referral partners.

Qualifications

• Must have ability to manage a high volume of calls professionally
• Strong attention to detail and data entry skills
• Excellent organizational skills and multitasking in a fast-paced environment
• Reliable transportation and privacy/confidentiality adherence

Responsibilities

• Coordinate and schedule staff for client assignments based on skill set and availability
• Maintain accurate staff availability and calendars; update daily/weekly/monthly schedules
• Verify caregiver credentials and compliance requirements
• Assist with onboarding and scheduling of new employees
• Collect and enter client intake information; create/update client profiles and service requests
• Provide customer service and resolve issues or route inquiries appropriately
• Communicate updates to clients and maintain relationships with referral partners
• Respond to scheduling or intake issues with supervisors and team members

Education

High School Diploma or GED

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Aven Care Providers is a family-owned agency led by passionate individuals with over 25 combined years of experience providing in-home services. We work with many of California’s Regional Centers to provide Respite, Personal Assistance, and Independent Living Skills services throughout the San Fernando Valley, Antelope Valley, Greater Los Angeles area, and surrounding cities.

ABOUT THE ROLE

Aven Care Providers seeks a reliable, organized, and friendly Staffing and Intake Coordinator to support our day-to-day operations. This entry-level position is ideal for someone who enjoys helping people, can work in a fast-paced environment, and is comfortable handling a high volume of calls while keeping details accurate.

KEY RESPONSIBILITIES

Staffing & Scheduling Coordination

• Coordinate and schedule staff for client assignments based on skill set and availability.
• Ensure all shifts are staffed appropriately and in a timely manner.
• Communicate effectively with employees for scheduling needs and client preferences/needs.
• Manage callouts, schedule changes, and last-minute coverage needs by calling available staff and escalating urgent gaps to a supervisor.
• Communicate effectively with field staff, clients, and office team.
• Maintain accurate staff availability and client calendars; help update daily/weekly/monthly schedules.
• Verify caregiver availability, credentials, and compliance requirements.
• Support onboarding and scheduling for new employees.

Client Intake & Customer Support

• Collect and enter client intake information accurately; create/update client profiles and service requests.
• Assist with referral intake steps, including gathering required documentation and supporting basic verification/authorization tasks (training provided).
• Communicate scheduling/staffing updates to clients and respond to questions/concerns with empathy and professionalism.
• Provide customer service and directly resolve any issues and concerns or route inquiries appropriately.
• Work with our referral partners to ensure a smooth relationship and all needs are met.
• Maintain confidentiality and follow privacy/HIPAA practices.

Administrative & Data Support

• Answer incoming calls and messages professionally and with an upbeat tone; route inquiries appropriately.
• Perform accurate data entry and maintain logs (calls, schedule changes, cancellations).
• Assist with basic reporting (e.g., schedule updates, staffing notes) and general office support tasks as needed.
• Coordinate with supervisors and team members to troubleshoot scheduling or intake issues.
• Participate in quality improvement initiatives.

QUALIFICATIONS

Required (Must Have)

• High school diploma or GED
• Ability to manage a high volume of calls with professionalism, patience, and a positive attitude
• 1 year of experience in scheduling, reception, call center, healthcare/home care, or administrative support
• Strong attention to detail and solid data entry skills
• Comfortable using Microsoft Office (Outlook, Word, Excel) or similar tools
• Strong organizational skills and ability to multitask in a fast-paced environment
• Reliable transportation
• Ability to maintain confidentiality and follow privacy guidelines

Preferred (Nice to Have)

• Experience with AxisCare
• Familiarity with scheduling software, EHR/CRM systems, or insurance verification
• Familiarity with human resources processes is a plus.

OTHER DETAILS

Job Type: Full-time

Pay: $20-$22 per hour (based on experience)

Schedule: Monday-Friday, 9am-5pm (no after-hours/on-call)

Aven Care Providers is an Equal Opportunity Employer.