Office Coordinator VisitingHome LLC
9 days ago
Corona
Job DescriptionPosition: Office Coordinator Schedule: MondayFriday, 9:00 AM 5:00 PM Reports to: Administrator / CEO Location: Corona, CA (with occasional travel to other offices as needed) Position Summary The Office Coordinator plays a key administrative and operational role in ensuring that VisitingHome runs smoothly on a daily basis. This position supports office management, scheduling, caregiver coordination, compliance documentation, and communication between staff, clients, and management. The ideal candidate is detail-oriented, dependable, and professional, with strong communication and multitasking skills. Key Responsibilities • Administrative & Office Support, • Serve as the first point of contact for visitors, clients, and caregivers (in-person, phone, or email)., • Maintain organized filing systems for client, caregiver, and compliance records., • Manage incoming calls, emails, and correspondence, ensuring timely follow-up., • Support the Administrator with daily operational tasks, forms, reports, and communications., • Maintain office supplies, inventory, and ensure a clean, professional office environment., • Scheduling & Staffing, • Schedule caregivers according to client needs and approved authorizations., • Confirm shifts, follow up on call-outs, and coordinate replacements promptly., • Update and review SwyftOps and/or Sandata daily to ensure accuracy., • Review expired authorizations, notify case managers, and ensure updates are completed., • Maintain a weekly scheduling report and communicate any staffing issues to management., • Compliance & Documentation, • Ensure all caregiver documentation is complete and current (TB, physicals, background checks, I-9, training, etc.)., • Assist with caregiver onboarding, orientation, and completion of compliance checklists., • Maintain up-to-date patient files and visit records in accordance with VisitingHome policies and payer requirements., • Upload all required documentation and authorizations to the appropriate systems., • Communication & Coordination, • Serve as a liaison between caregivers, clients, and office leadership., • Communicate scheduling updates, policy reminders, and compliance notices to staff., • Participate in daily/weekly team huddles and report any operational concerns., • Assist in organizing staff meetings, trainings, and company events., • Performance & Reporting, • Track and report missed visits, late shifts, and unresolved scheduling gaps., • Ensure accurate data entry across all systems (SwyftOps, Sandata, etc.)., • Support management with weekly reports and metrics to monitor performance., • Marketing events, • Assist in preparing for upcoming events or job fairs, • Recruitment & Onboarding, • Schedule interviews and onboarding for new hires, • Ensure completion of applications, packets, and background checks, • Track TB tests, CPR renewals, and HCA/Registry statusesQualifications, • High school diploma or equivalent required; associate or bachelors degree preferred., • Minimum 12 years of experience in home care, healthcare, or office coordination., • Strong organizational, time management, and communication skills., • Proficiency in Google Workspace (Docs, Sheets, Drive) and scheduling software (SwyftOps, Sandata, etc.)., • Bilingual (English/Spanish) preferred., • Ability to work independently, meet deadlines, and handle sensitive information confidentially.Core Competencies, • Professionalism and reliability, • Team collaboration, • Attention to detail and accuracy, • Customer service excellence