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Office/Scheduling Manager

17 hours, 37 minutes ago
Philippines
Full-time
Senior
Administrative Assistant
Project and Program Management
HIPAA
Apply Now
Helper Heroes

Helper Heroes

Your Virtual Assistants for Home Care Excellence Home care is complex. Your back office doesn’t have to be. At Helper Heroes, we source, train, and deliver elite offshore staff to help home care agencies like yours run leaner, faster, and smarter. Sche...

Diversified Consumer Services
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Description

  • Manage, coach, and support a team of Home Care Schedulers.
  • Oversee daily and weekly caregiver and client schedules to ensure visits are covered.
  • Monitor open shifts, call-outs, late arrivals, no-shows, and urgent schedule changes.
  • Fill open shifts quickly through calls, texts, and follow-ups.
  • Match caregivers based on skills, availability, location, client preferences, and pay rates.
  • Review new starts, schedule changes, cancellations, and coverage risks.
  • Serve as the escalation point for missed visits, repeated call-outs, client concerns, and scheduling issues.
  • Coordinate with recruiters, care managers, caregivers, clients, payroll, billing, and leadership.
  • Monitor EVV/clock-ins and resolve exceptions before billing and payroll cutoffs.
  • Track scheduling metrics, coverage reports, open shifts, missed visits, and team productivity.
  • Train new schedulers on systems, processes, communication standards, and escalation procedures.
  • Hold the scheduling team accountable for accuracy, responsiveness, and follow-through.
  • Identify recurring scheduling issues and improve workflows.
  • Help forecast coverage needs based on caregiver availability, client schedules, and upcoming cases.
  • Maintain accurate client and caregiver information in the scheduling system.
  • Support after-hours or urgent scheduling escalations as needed.

Requirements

  • 2+ years of experience in scheduling, operations, staffing, coordination, office management, or call center management.
  • 2+ years of experience managing people, leading a team, or supervising daily operations.
  • Home care, home health, healthcare, caregiver staffing, or service-based operations experience preferred.
  • Strong English communication skills by phone, text, and email.
  • Ability to lead a team in a fast-paced, high-pressure environment.
  • Excellent organization, follow-up, and problem-solving skills.
  • Strong attention to detail and ability to manage multiple priorities at once.
  • Comfortable using scheduling systems, CRMs, spreadsheets, and communication tools.
  • Able to make quick decisions when schedules change or urgent coverage is needed.
  • Basic understanding of HIPAA/privacy and client confidentiality.
  • Comfortable working U.S. business hours.
  • Willing to support occasional evenings, weekends, holidays, or after-hours escalations as needed.

Benefits

  • Competitive base pay of $6.50/hour with pay raise.
  • Opportunity to make a direct difference in client care.
  • Growth and advancement opportunities as the company expands.
  • Supportive, tight-knit team environment with collaboration and compassion.

Interested in this position?

Apply directly on the company website

Apply Now

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