Scheduling Coordinator

About Us

Angelic Hearts Home Care LLC is a compassionate, client-focused non-medical home care agency dedicated to helping seniors and individuals live safely and comfortably in their own homes. We serve clients across Florida with integrity, dignity, and respect. As we continue to grow, we are seeking a highly organized and dedicated Scheduling Coordinator to become the backbone of our daily operations.

Position Overview

The Scheduling Coordinator is one of the most critical roles in our agency. This individual is responsible for building and managing caregiver schedules, ensuring every client visit is properly covered, and serving as the primary communication link between clients, families, and caregivers. The ideal candidate thrives under pressure, thinks on their feet, and is passionate about making sure our clients receive consistent, high-quality care — every single day.

Key Responsibilities

• Build, manage, and maintain daily and weekly caregiver schedules for all active clients across assigned service areas
• Match caregivers to clients based on compatibility, location, availability, skills, and client preferences
• Promptly fill open shifts caused by caregiver call-offs, no-shows, or emergencies — often on short notice
• Serve as the first point of contact for caregiver call-offs and notify clients and families of any schedule changes
• Communicate daily schedule confirmations to caregivers and follow up to ensure shift coverage
• Coordinate new client intake scheduling in partnership with the care coordinator and administrator
• Maintain accurate and up-to-date caregiver availability, credentials, and scheduling records
• Monitor caregiver clock-ins and clock-outs and follow up on missed or late check-ins
• Track and manage caregiver hours to ensure compliance with client service plans and authorized hours
• Assist with on-call scheduling responsibilities as needed (evenings/weekends rotation may apply)
• Enter and update scheduling data in agency management software accurately and in real time
• Communicate with clients and families professionally regarding scheduling updates and changes
• Maintain strict confidentiality of all client and employee information in compliance with HIPAA
• Identify patterns in caregiver absenteeism and report concerns to the administrator
• Support the office team with general administrative tasks as needed

Qualifications & Requirements

• High school diploma or GED required; associate degree preferred
• Minimum 1–2 years of scheduling, staffing, or administrative experience
• Experience in home care, healthcare, or a related field strongly preferred
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to multitask and remain calm under pressure
• Problem-solving mindset with the ability to think quickly
• Professional, empathetic, and client-service-oriented demeanor
• Must pass a background check
• Must be authorized to work in the United States

Preferred Skills

• Familiarity with home care scheduling software such as Axis Care or Swyftops or similar platforms
• Experience managing staff scheduling in a 24/7 or on-call environment
• Knowledge of waiver programs, authorized service hours, or home care regulations
• Bilingual (English/Spanish) is a strong plus
• Experience with EVV (Electronic Visit Verification) systems

Pay: $16.00 per hour

Benefits:

• Flexible schedule

Work Location: In person