Primary Scheduler – Home Care (Virtual Assistant)

This is a remote position.

Schedule: 8:00 AM–5:00 PM Pacific Time

Location: Remote

About the Role

We are looking for a proactive, resourceful, and persuasive Primary Scheduler to support a home care agency serving clients across the East Bay area of California.

In this role, you will coordinate caregiver schedules, fill open shifts, and make adjustments as care needs change. Beyond managing schedules, you will communicate directly with caregivers, build strong working relationships, and encourage them to accept assignments to ensure clients receive the care they need.

The ideal candidate is confident on the phone, thinks creatively when solving scheduling challenges, and knows how to build rapport while handling objections professionally. You should be comfortable working with scheduling software, maps, and AI-powered tools, with training provided on the agency's systems and procedures.

Key Responsibilities

Build, maintain, and adjust caregiver schedules using scheduling software.

Coordinate caregiver assignments to ensure client shifts are covered and scheduling conflicts are minimized.

Use AI-powered scheduling tools to communicate schedule changes and new assignments, following established procedures and business rules.

Proactively fill open shifts by exploring different caregiver combinations and alternatives rather than stopping after initial declines.

Call caregivers who decline assignments to understand their concerns, build rapport, address objections, and encourage them to accept suitable shifts.

Maintain positive relationships with caregivers through clear, professional, and persuasive communication.

Use Google Maps to assess travel distances and geographic suitability when matching caregivers with clients.

Monitor schedule changes and follow up with caregivers to confirm assignments and maintain accurate records.

Follow scheduling policies, standard operating procedures, and established business rules.

Identify coverage gaps, anticipate potential scheduling issues, and develop practical solutions to maintain continuity of care.

Requirements

Excellent verbal communication skills, with clear enunciation and diction.

Strong telephone communication and relationship-building skills.

Demonstrated ability to persuade, negotiate, and handle objections professionally.

Resourceful problem-solving skills, with the ability to explore alternative solutions when initial scheduling attempts fail.

Strong organizational skills, attention to detail, and the ability to manage multiple scheduling needs simultaneously.

Good memory and follow-through when managing assignments, changes, and caregiver availability.

Comfortable learning new software and using technology to improve scheduling workflows.

Ability to work independently, make sound decisions, and remain persistent when resolving coverage challenges.

Reliable, professional, and comfortable working in a fast-paced environment.

Benefits

Benefits

Compensation & Payments

Competitive hourly rate

On-time payments, every time

Payments processed via Wise

Training & Support

Direct client training provided — you are never thrown in blind

Dedicated Account Manager as your point of contact

Stable, long-term placement with a growing U.S.-based company

Exposure to a wide range of modern SaaS platforms

Potential for increased responsibilities as the company scales

Tenure recognition for long-term team members

Clear escalation paths — you always know who to go to

Work Environment

100% remote — work from home

U.S.-based company with structured operations

Stable, long-term account placements (not gig-style work)

Supportive team culture across all accounts

Growth & Experience

Build your U.S. industry experience

Exposure to multiple practice types and platforms

Potential for increased hours or additional accounts based on performance

Strengthen your resume with verified, legitimate U.S. client experience