Offer summary

Qualifications:

Prior experience in caregiver scheduling or administrative coordination is preferred., Strong organizational and multitasking skills are essential., Excellent written and verbal communication abilities are required., Tech-savvy with comfort in using scheduling and timekeeping tools..

Key responsibilities:

Support caregiver hiring and recruitment by posting job listings and coordinating interviews.

Generate and manage caregiver schedules, ensuring proper coverage and adjustments for last-minute changes.

Communicate with caregivers and clients, providing timely support and maintaining organized call records.

Monitor caregiver clock-ins/outs and assist with payroll support, ensuring documentation aligns with company notes.

Job description

This is a remote position.

Schedule: Part-time, Monday through Friday, 9:00 AM to 1:00 PM Pacific Time (20 hours per week, 4 hours per day)

Client Timezone: Livermore, CA - 94551

Overview:

We’re looking for a proactive, detail-oriented, and people-centered Administrative Coordinator / Remote Scheduler to support our growing care team. You’ll be the backbone of our caregiver operations—ensuring seamless scheduling, efficient communication, and smooth coordination between caregivers, clients, and office staff.

This is a part-time role with the opportunity to gradually grow your responsibilities during a 30–60 day onboarding period.

Key Responsibilities

Caregiver Hiring & Recruitment Support

Post caregiver job listings across platforms
Review and screen applications
Coordinate interviews and onboarding processes
Send and manage employment-related documents and paperwork

Scheduling & Operational Coordination

Generate and manage caregiver schedules
Match caregivers to clients based on needs, location, and availability
Adjust schedules for last-minute changes and ensure proper coverage
Conduct weekly schedule reviews and error checks

Communication & Administrative Assistance

Communicate with caregivers and clients via phone, text, and email
Respond to inquiries and provide timely support
Answer incoming calls during designated times and log details or transfer as needed
Maintain organized call records and provide general office support

Timesheet & Payroll Support

Monitor caregiver clock-ins/outs through scheduling software
Identify and follow up on discrepancies (e.g., missing times, wrong locations)
Contact caregivers for corrections and escalate issues to the office when needed
Ensure timesheets and documentation are aligned with company notes

Marketing & Outreach Initiatives

Assist with recruitment campaigns and community outreach for caregiver hiring
Support social media or marketing efforts related to staffing when needed

Reporting & General Office Support

Perform data entry, document management, and administrative tasks
Assist in generating reports or summaries related to staffing, scheduling, and timesheets

What We're Looking For

Prior experience in caregiver scheduling or administrative coordination (preferred)
MUST HAVE WINDOWS OS COMPUTER
Strong organizational and multitasking skills
Excellent written and verbal communication
Tech-savvy and comfortable using scheduling and timekeeping tools
Reliable, responsive, and detail-focused