Note: The job is a remote job and is open to candidates in USA. FirstLight Home Care provides compassionate in-home care and support for adults who need assistance. The Care Coordination & Administrative Assistant coordinates caregiver and client schedules, responds to inquiries, supports new client intake and caregiver recruitment, conducts virtual screening interviews, and maintains accurate administrative records.
Responsibilities
- Manage and maintain caregiver schedules
- Match available caregivers with client schedules based on availability, location, skills, and client needs
- Communicate schedule changes with caregivers, clients, families, and the care coordination team
- Assist with finding coverage for open shifts, caregiver call-outs, vacations, and schedule changes
- Confirm upcoming shifts when necessary
- Identify potential scheduling conflicts and communicate them to management promptly
- Maintain accurate scheduling information in the agency's scheduling system
- Follow up with caregivers regarding availability and additional hours
- Escalate urgent scheduling or client-care concerns to management when appropriate
- Answer and make routine business phone calls professionally and courteously
- Respond to general inquiries from prospective clients, caregivers, and existing clients
- Take accurate messages and route clinical, billing, complaint, or management matters to the appropriate team member
- Follow up with prospective clients by phone, text, or email as directed
- Help schedule initial home assessments
- Confirm appointments with prospective clients and families
- Document communication and follow-up activities accurately
- Respond promptly to new home care inquiries
- Collect basic information regarding the prospective client's care needs, location, schedule, anticipated start date, and contact information
- Explain basic agency services and the intake process using approved information
- Schedule qualified prospects for an assessment with the appropriate team member
- Conduct follow-up calls with prospects who have not yet made a decision
- Maintain accurate lead status and follow-up notes in the CRM
- Notify management promptly of urgent or high-potential inquiries
- Support a smooth transition from initial inquiry to assessment and service start
- Contact caregiver applicants
- Conduct initial virtual screening interviews using the agency's approved interview questions
- Review basic qualifications, work experience, availability, transportation, preferred service area, and schedule expectations
- Identify candidates who may be a good fit and recommend them for the next step
- Schedule second interviews, orientations, or meetings with management
- Follow up with candidates regarding required documents and next steps
- Maintain accurate recruiting records
- Communicate professionally with candidates throughout the hiring process
- Maintain accurate information in scheduling, CRM, recruiting, and other agency systems
- Perform routine data entry and documentation
- Organize electronic records and administrative information
- Prepare basic reports or lists as requested by management
- Assist with appointment reminders and follow-up tasks
- Support the management and care coordination teams with routine administrative projects
- Maintain confidentiality of client, caregiver, applicant, and company information
Skills
- Strong verbal and written English communication skills
- Excellent organizational and time-management skills
- Professional and comfortable communicating by telephone, text, email, and video
- Ability to handle multiple schedules and priorities simultaneously
- Strong attention to detail
- Comfortable learning scheduling, CRM, and other online systems
- Reliable internet connection and appropriate remote workspace
- Ability to maintain confidentiality
- Dependable and responsive during scheduled working hours
- Previous experience in home care, senior care, healthcare, staffing, recruiting, customer service, or scheduling
- Experience coordinating employee schedules
- Experience conducting phone or virtual interviews
- Experience working with CRM or healthcare scheduling software
- Experience communicating with older adults, families, and caregivers
Benefits
- Exceptional support team
- Fun, supportive, and safe working environment
- Rewards and recognition programs
- Comprehensive paid training
- Flexible schedule
Company Overview