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Office Coordinator VisitingHome LLC
Office Coordinator VisitingHome LLCVISITINGHOME LLC • Corona, CA, US
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Office Coordinator VisitingHome LLC

Office Coordinator VisitingHome LLC

VISITINGHOME LLC • Corona, CA, US
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Job Description

Job Description

Position : 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 statuses

    • Qualifications

  • 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
  • Accountability and problem-solving

    • Important :

    This is not a stress-free position . Apply only if you are ready to perform under pressure, meet daily expectations, and remain consistent in a fast-paced environment.

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    Office Coordinator • Corona, CA, US

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