Home Care Operations Virtual Assistant

SallySupport; Cape Town; Remote; ZAR 741,000 - 1,070,000; Full time

Job summary

SallySupport is seeking a highly organized Home Care Operations Virtual Assistant to support a growing U.S.-based home care organisation. You will help manage daily scheduling, caregiver coordination, client communication, and compliance processes, working remotely with Pacific Time alignment.

Ideal candidates have strong English, exceptional organization, and experience in admin, scheduling, or operations support.

Qualifications

• Excellent written and spoken English.
• Strong organisational skills and attention to detail.
• Experience in administration, scheduling, operations support, or customer service.
• Ability to communicate professionally via phone, email, and messaging platforms.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive problem-solving and ability to follow through on tasks.
• Ability to handle sensitive and confidential information responsibly.

Responsibilities

• Monitor daily caregiver schedules for gaps, conflicts, and potential issues.
• Maintain accurate caregiver availability and scheduling information in AxisCare.
• Monitor missed clock-ins, late arrivals, and scheduling alerts, escalating urgent matters appropriately.
• Assist with caregiver shift confirmations and scheduling coordination.
• Conduct routine caregiver check-ins and follow-ups.
• Communicate with caregivers regarding availability, upcoming shifts, and documentation requirements.
• Assist with coordinating caregiver and client introductions.
• Respond professionally to routine caregiver, client, and family enquiries.
• Maintain accurate caregiver and client documentation.
• Monitor compliance trackers and flag missing or expired documents.
• Support caregiver onboarding and administrative processes.
• Prepare daily and weekly operational updates and reports.
• Maintain organised records, spreadsheets, and internal tracking systems.
• Follow up on outstanding operational tasks to ensure timely completion.
• Support process improvements and additional operational projects as required.

Skills

English proficiency

Organizational skills

Communication skills

Multi-tasking

Data entry

Problem solving

Discretion & confidentiality

Tools

AxisCare

Microsoft Office

Google Workspace

Job description

This is a remote position.

Job Description

SallySupport is looking for a highly organised, proactive, and compassionate Home Care Operations Virtual Assistant to support a growing U.S.-based home care organisation.

This role involves supporting daily scheduling operations, caregiver coordination, client communication, compliance tracking, and administrative processes.

Key Responsibilities:

• Monitor daily and upcoming caregiver schedules for gaps, conflicts, and potential issues.
• Maintain accurate caregiver availability and scheduling information in AxisCare.
• Monitor missed clock-ins, late arrivals, and scheduling alerts, escalating urgent matters appropriately.
• Assist with caregiver shift confirmations and scheduling coordination.
• Conduct routine caregiver check-ins and follow-ups.
• Communicate with caregivers regarding availability, upcoming shifts, and documentation requirements.
• Assist with coordinating caregiver and client introductions.
• Respond professionally to routine caregiver, client, and family enquiries.
• Maintain accurate caregiver and client documentation.
• Monitor compliance trackers and flag missing or expired documents.
• Support caregiver onboarding and administrative processes.
• Prepare daily and weekly operational updates and reports.
• Maintain organised records, spreadsheets, and internal tracking systems.
• Follow up on outstanding operational tasks to ensure timely completion.
• Support process improvements and additional operational projects as required.

Working Hours:

Full-time, remote position aligned with U.S. Pacific Time. Initial working hours will align with core weekday business hours

Requirements Requirements

• Excellent written and spoken English.
• Strong organisational skills and exceptional attention to detail.
• Previous experience in administration, scheduling, operations support, or customer service.
• Excellent communication and interpersonal skills.
• Confidence communicating professionally via phone, email, and messaging platforms.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong administrative, documentation, and data-entry skills.
• Proactive problem-solving skills and the ability to follow through on tasks.
• Ability to remain calm and professional when handling urgent situations.
• Compassionate and empathetic approach to communicating with caregivers, clients, and families.
• Ability to handle sensitive and confidential information responsibly.
• Proficiency in Microsoft Office, Google Workspace, and online business systems.
• Willingness to learn home care operations, scheduling processes, and compliance requirements.
• Availability to work U.S. Pacific Time business hours, with flexibility as operational needs change.

Preferred Experience:

• Previous experience in home care operations or healthcare administration.
• Experience in caregiver scheduling or workforce coordination.
• Experience supporting U.S.-based businesses remotely.
• Familiarity with AxisCare or similar home care management software.
• Experience in HR administration, caregiver onboarding, or compliance tracking.
• Experience preparing operational reports, spreadsheets, or KPI summaries.