Workforce Operations Coordinator

Senior Helpers; Redlands (CA); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Competitive pay: $25-$27 per hour

Full-time, stable position

Growth opportunities

Meaningful work supporting clients and

Collaborative team environment

Culture of integrity and initiative

Job summary

Senior Helpers in Redlands, CA is seeking a Workforce Operations Coordinator to join our operations team. You will handle recruiting, scheduling, onboarding, and office administration to ensure excellent service for clients and smooth day-to-day operations for caregivers.

The ideal candidate thrives in a fast-paced environment, takes initiative, communicates effectively, and demonstrates problem-solving to drive improvements.

Qualifications

• High school diploma or equivalent required.
• Minimum 2 years in office administration, recruiting, scheduling, or staffing coordination.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Ability to multitask in a fast-paced environment.
• Proficiency with Microsoft Office and business software systems.
• Reliable transportation and on-call availability for rotating shifts.

Responsibilities

• Serve as primary contact for calls, emails, and inquiries.
• Maintain caregiver, client, and operational records with accuracy.
• Assist with payroll preparation, timesheets, and billing.
• Prepare onboarding materials and documents; ensure compliance.
• Monitor office supplies and equipment; handle admin needs.
• Support leadership with special projects and initiatives.
• Manage full-cycle recruiting, post jobs, and build candidate pipelines.
• Coordinate interviews, orientations, and onboarding communications.
• Perform background and reference checks; verify pre-employment details.
• Develop caregiver files and onboarding documentation; track metrics.
• Represent the company at events and community recruiting efforts.
• Create and maintain schedules; adjust coverage as needed.
• Communicate schedule changes promptly to staff and clients.
• Monitor attendance, on-call coverage, and schedule adherence.
• Forecast staffing needs and participate in on-call rotation 2-3 days/week.
• Maintain scheduling records in company software; protect confidentiality.
• Foster strong relationships with clients, caregivers, and partners.

Skills

Office administration

Scheduling

Recruiting

Communication

Multitasking

Problem solving

Education

High school diploma

Associate's degree in Business/HR (preferred)

Tools

Microsoft Office

ATS (preferred)

Scheduling software

CRM platforms

Job description

Location: Redlands,CA

Employment Type: Full-Time

Compensation: $25.00-$27.00 per hour (based on experience)

On-Call Requirement: 2-3 days per week on a rotating basis

Position Summary

We are seeking a highly organized, proactive, and solutions-oriented Workforce Operations Coordinator to serve as a key member of our operations team. This role combines responsibilities across recruiting, scheduling, and office administration to help ensure our clients receive exceptional service while supporting our growing team of caregivers.

The ideal candidate is someone who thrives in a fast-paced environment, demonstrates unwavering integrity, takes initiative without being asked, and approaches challenges with a problem-solving mindset. This person will be responsible for attracting and onboarding quality team members, coordinating schedules, supporting office operations, and ensuring smooth day-to-day communication between clients, employees, and leadership.

This is not a role for someone who waits to be told what to do. We are looking for someone who identifies problems, develops solutions, and takes ownership of outcomes.

Our Core Values

Integrity

We do the right thing, even when nobody is watching. We communicate honestly, follow through on commitments, and earn trust through our actions.

Problem Solving

We focus on solutions, not excuses. When challenges arise, we stay calm, think critically, and work collaboratively to find the best path forward.

Initiative

We take ownership. We proactively identify opportunities for improvement, anticipate needs, and step up to help wherever necessary.

Key Responsibilities

Office & Administrative Support

• Serve as a primary point of contact for incoming calls, emails, and office inquiries.


• Maintain organized caregiver, client, and operational records.


• Assist with payroll preparation, timesheet review, and billing administration.


• Ensure documentation is accurate, complete, and compliant with company standards.


• Prepare welcome packets, onboarding materials, and other company documents.


• Monitor office supplies, equipment, and general administrative needs.


• Support leadership with special projects and operational initiatives.

Recruiting & Hiring

• Manage the full-cycle recruiting process, including sourcing, screening, AI interviewing, reference checks, and onboarding.


• Create and maintain job postings across multiple recruitment platforms.


• Build and maintain a pipeline of qualified caregiver candidates.


• Coordinate interviews and facilitate orientations and communicate effectively with applicants throughout the hiring process.


• Conduct background checks, reference checks, and pre-employment verification.


• Prepare and maintain caregiver files and onboarding documentation.


• Track recruiting metrics and recommend improvements to hiring processes.


• Represent the company at job fairs, networking events, and community recruiting initiatives.

Scheduling & Workforce Coordination

• Create, manage, and maintain employee schedules to ensure client and operational needs are met.


• Coordinate coverage for schedule changes, call-offs, emergencies, and last-minute staffing needs.


• Communicate schedule updates promptly and professionally with employees and clients.


• Monitor attendance, tardiness, call-outs, and schedule adherence.


• Assist leadership with forecasting staffing needs and \"hiring for the void.\"


• Maintain accurate scheduling records within company software systems.


• Participate in the on-call rotation 2-3 days per week to assist with urgent scheduling matters.

Client & Employee Support

• Build strong relationships with caregivers, clients, and community partners.


• Address concerns professionally and work toward timely resolution.


• Maintain a high level of customer service and professionalism in all interactions.


• Collaborate with leadership to improve caregiver retention and client satisfaction.

What Success Looks Like

• Take ownership of their work and follow through on commitments.


• Anticipate staffing and scheduling challenges before they become problems.


• Demonstrate excellent judgment and decision-making skills.


• Communicate clearly, professionally, and with empathy.


• Maintain accurate records and attention to detail.


• Consistently uphold company values and standards.


• Contribute to a positive, team-oriented culture.

Qualifications

Required

• High school diploma or equivalent.


• Minimum 2 years of experience inoffice administration, recruiting, scheduling, staffing coordination, or a related role.


• Strong organizational and time-management skills.


• Excellent verbal and written communication skills.


• Ability to multitask and prioritize in a fast-paced environment.


• Proficiency with Microsoft Office (Word, Excel, Outlook) and business software systems.


• Reliable transportation and availability for rotating on-call responsibilities.

Preferred

• Associate's degree in Business Administration, Human Resources, or related field.


• Experience in staffing, healthcare, home care, logistics, or service-based industries.


• Experience with Applicant Tracking Systems (ATS), scheduling software, or CRM platforms.


• Payroll, billing, or office management experience.

Why Join Our Team?

• Competitive pay: $25-$27 per hour


• Full-time, stable position


• Opportunity for growth and advancement


• Meaningful work supporting clients, employees, and the community


• Collaborative and supportive team environment


• A culture that values integrity, initiative, accountability, and continuous improvement

About Senior Helpers:

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.

We are proud to be 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 laws.