Home Care Operations Coordinator

Home Care Operations Coordinator

Location: San Antonio, TX

Job Type: Full-time

Schedule: Monday through Friday, with participation in a rotating on-call schedule

About the Position

PAS agency is seeking an experienced, organized, and highly responsive Home Care Operations Coordinator to help manage the daily operations of our growing San Antonio office.

This is not a narrowly defined administrative position. The person hired will work across scheduling, caregiver recruiting, client coordination, and general office operations.

The ideal candidate is comfortable handling several priorities at once, solving problems quickly, communicating with families and caregivers, and stepping in wherever needed to keep client care running smoothly.

Primary Responsibilities

• Scheduling and Staffing
• Create and maintain caregiver schedules based on client needs, caregiver availability, location, skills, and compatibility
• Fill open shifts, call-offs, and last-minute coverage needs
• Communicate schedule changes clearly and promptly to clients and caregivers
• Monitor overtime, caregiver availability, attendance, and scheduling conflicts
• Help maintain consistent caregiver assignments whenever possible
• Participate in the rotating after-hours on-call schedule

Caregiver Recruiting and Retention

• Review caregiver applications and conduct initial screening calls
• Schedule and assist with interviews, orientation, and onboarding
• Confirm candidates meet employment, background, documentation, and availability requirements
• Maintain communication with new caregivers throughout the hiring process
• Help improve caregiver engagement, reliability, and retention
• Identify staffing needs before they become urgent scheduling problems

Client and Care Coordination

• Communicate with clients, family members, caregivers, and referral partners
• Assist with new client starts and caregiver introductions
• Follow up after services begin to identify concerns and resolve issues quickly
• Help coordinate assessments, supervisory visits, and changes in client care needs
• Document client and caregiver communications accurately
• Escalate clinical, safety, service, or employee concerns to the Director of Operations

On Call

• Assist with after hours, on call support. This will be compensated in addition to the pay.

Office Operations

• Support the Director of Operations with daily office priorities
• Maintain accurate information in scheduling, payroll, applicant tracking, and client management systems
• Review caregiver timekeeping and help resolve missed punches or documentation issues
• Assist with compliance files, employee records, and client documentation
• Help track open positions, unfilled shifts, new client starts, caregiver hiring, and service issues
• Take ownership of problems and follow them through to resolution

Qualifications

• At least two years of experience in home care, home health, healthcare staffing, senior care, or a related service industry preferred
• Previous scheduling, staffing, recruiting, client coordination, or office operations experience
• Strong organizational skills and the ability to manage frequent interruptions
• Comfortable making a high volume of phone calls and having direct conversations
• Able to remain calm and make sound decisions when schedules change unexpectedly
• Strong written and verbal communication skills
• Dependable, responsive, and willing to take responsibility for results
• Comfortable using scheduling software, applicant tracking systems, email, spreadsheets, and Microsoft Office or Google Workspace
• Valid driver’s license, reliable transportation, and the ability to travel locally when needed

What Success Looks Like

The successful candidate will help create a more stable operation by ensuring that:

• Open shifts are addressed quickly
• Caregivers move through the hiring process efficiently
• Clients and families receive timely communication
• New client starts are organized and properly staffed
• Caregiver concerns are handled before they become resignations or call-offs
• The Director of Operations has a dependable second person who can independently manage important parts of the business

Who This Position Is Not For

This position is not a good fit for someone who wants a quiet administrative job with predictable tasks. Home care changes throughout the day, and urgent situations will occur.

This position is a strong fit for someone who enjoys solving problems, working with people, taking ownership, and helping build an organized and dependable operation.

Benefits

• Competitive compensation
• Health insurance eligibility
• Paid time off
• Career growth opportunities
• Meaningful work supporting seniors and families in the San Antonio community

We're an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.

SHC4301