Office & Scheduling Coordinator

Home Instead – Elkhart, IN

Position Summary

Home Instead is seeking an organized, dependable, and friendly Office & Scheduling Coordinator to support the day-to-day operations of our office. This position serves as an important first point of contact for Care Professionals, clients, families, applicants, and visitors while also providing administrative and scheduling support to the office team.

The ideal candidate is someone who enjoys working with people, communicates well, stays organized in a busy environment, and is comfortable handling multiple priorities throughout the day. This position requires someone who is willing to jump in wherever needed and help keep the office running smoothly.

Primary Responsibilities

Reception & Office Support

• Answer incoming phone calls in a professional and friendly manner.
• Greet Care Professionals, applicants, clients, families, and other visitors.
• Direct calls and questions to the appropriate team member.
• Monitor and respond to general office emails and messages.
• Assist with filing, scanning, copying, data entry, and maintaining electronic and paper records.
• Prepare documents, forms, packets, and other office materials.
• Assist with incoming and outgoing mail.
• Maintain an organized and professional front office environment.
• Order and maintain office supplies as needed.
• Provide general administrative support to leadership and other office departments.

Scheduling Support

• Assist the scheduling team with maintaining Care Professional and client schedules.
• Help fill open shifts and communicate available shifts to Care Professionals.
• Contact Care Professionals regarding schedule changes, availability, call-offs, and open assignments.
• Communicate schedule updates clearly and accurately.
• Assist with identifying scheduling conflicts and bringing urgent issues to the appropriate team member.
• Update schedules and Care Professional availability in the scheduling system.
• Help ensure clients have appropriate coverage when schedule changes occur.
• Maintain accurate documentation of scheduling-related communications.

Care Professional Support

• Serve as a helpful point of contact for Care Professionals calling or visiting the office.
• Assist Care Professionals with basic questions regarding schedules, office procedures, forms, and company resources.
• Help communicate important office announcements and reminders.
• Assist with collecting required documentation from Care Professionals.
• Support onboarding and orientation activities as needed.
• Work closely with HR, scheduling, and operations to ensure Care Professionals receive timely assistance.

Client & Family Support

• Provide professional and compassionate customer service to clients and their families.
• Answer routine questions and route more complex client concerns to the appropriate team member.
• Assist with communicating scheduling updates and caregiver changes.
• Document client and family communications when appropriate.
• Maintain confidentiality and professionalism when handling client information.

General Administrative Support

• Enter and update information in company systems accurately.
• Assist with reports, spreadsheets, and other administrative projects.
• Help maintain Care Professional and client records.
• Assist with employee events, meetings, training sessions, and office activities.
• Support recruiting, HR, payroll, billing, or other departments with basic administrative tasks as needed.
• Perform additional duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, receptionist, scheduling, customer service, or office experience preferred.
• Strong verbal and written communication skills.
• Excellent organizational and time-management skills.
• Comfortable working in a fast-paced environment where priorities can change throughout the day.
• Ability to remain calm and professional when handling schedule changes, call-offs, or difficult situations.
• Strong attention to detail and ability to enter information accurately.
• Comfortable using computers, email, Microsoft Office, and web-based software.
• Ability to learn scheduling, client management, and other Home Instead software systems.
• Ability to maintain confidentiality regarding employee and client information.

Ideal Candidate

We are looking for someone who is:

• Friendly and welcoming
• Dependable and punctual
• Organized and detail-oriented
• Comfortable talking on the phone
• Able to multitask and prioritize
• A strong communicator
• Patient and professional
• Comfortable working with different personalities
• Willing to help wherever needed
• Able to work independently while also being part of a team
• Comfortable with a workday that may change quickly based on client and Care Professional needs

Schedule

Full-Time – Monday through Friday

Regular office hours with occasional flexibility based on business and scheduling needs.

Physical Requirements

This position primarily involves office work and requires the ability to sit or stand for extended periods, use a computer and telephone, and occasionally lift or move typical office materials.

Why Home Instead?

Home Instead provides personalized care that helps older adults remain safe and independent in their homes. Every member of our office team plays an important role in supporting our clients, their families, and the Care Professionals who serve them.

The Office & Scheduling Coordinator is often one of the first people our Care Professionals and clients interact with, making professionalism, responsiveness, compassion, and teamwork essential to this position.

Home Instead is an equal opportunity employer.