Internal Client Care Coordinator (In-Home Care)

Job Summary
We are looking for an experienced, motivated, and detail-oriented Internal Client Coordinator to join a new home care company in Upland, California. The Internal Coordinator will assist the General Manager with various operational tasks. The ideal candidate should possess excellent phone etiquette, exceptional organizational skills, and the ability to quickly learn and master new software programs. This role also includes direct face-to-face interactions with elderly clients.and their families, helping to ensure that they understand and are satisfied with our services. You will be responsible for assisting with auditing and ensuring that caregivers maintain updated certifications while communicating effectively with them to ensure compliance. This role is essential to ensuring smooth daily operations and providing administrative support across various departments.

Duties

• Administrative Support: Assist with scheduling, managing correspondence, and handling day-to-day administrative tasks.
• Phone Management: Serve as a point of contact for incoming calls, ensuring professional and courteous communication with clients, vendors, and internal team members. Provide information, schedule meetings, and escalate inquiries when necessary.
• Face-to-Face Client Interactions: Meet with elderly clients and their families in their homes to discuss Comfort Keepers’ services, answer questions, and provide support. Demonstrate professionalism, empathy, and clear communication when discussing care needs and services.
• Software and Systems Support: Learn and utilize various software programs to track projects, manage schedules, and maintain records. Assist in troubleshooting basic software issues and provide feedback for system improvements.
• Document Management: Maintain organized records of meetings, communications, and important documents. Ensure timely filing, retrieval, and management of documents, both physical and digital.
• Data Entry and Reporting: Accurately input and update data in company systems. Assist with generating and distributing reports as needed.
• Auditing Certifications: Regularly audit and track caregiver certification statuses to ensure all team members remain compliant with company and regulatory requirements.
• Communicating with Caregivers: Reach out to caregivers to verify and remind them about upcoming certification expirations or renewals. Provide assistance and clarification as needed to ensure all necessary documentation is submitted and up to date.
• Participates in a rotating on-call schedule, scheduling caregivers for assignments, addressing the needs of clients and caregivers, and managing new client inquiries as needed.
• Project Coordination: Assist with planning, tracking, and organizing ongoing projects to ensure deadlines are met and tasks are completed on time.
• Customer and Vendor Liaison: Communicate with customers and vendors to schedule appointments, follow up on orders, and resolve any operational issues. Ensure a high level of customer satisfaction and professionalism.
• Other Duties as Assigned: Provide additional support on special projects, as directed by the General Manager, including meeting with prospective clients in their homes (mileage will be reimbursed).

Skills

• Phone Etiquette: Excellent verbal communication skills with a professional, polite, and approachable tone when speaking with clients, customers, caregivers, and vendors.
• Interpersonal Skills: Ability to build rapport with elderly clients and their families. Demonstrated empathy, patience, and clarity in face-to-face interactions.
• Organizational Skills: Ability to manage multiple tasks efficiently, prioritize workload, and maintain attention to detail.
• Adaptability: Willingness and ability to quickly learn new software programs, systems, and technologies. Previous experience with software such as Microsoft Office Suite, Google Workspace, or project management tools is a plus.
• Auditing and Compliance Knowledge: Experience with tracking certifications, licenses, or other compliance-related documentation is preferred.
• Time Management: Strong ability to manage time effectively and meet deadlines.
• Problem-Solving: Proactive in identifying and resolving issues, with the ability to think critically and work independently.
• Team Player: Ability to work collaboratively with other team members and departments to support business operations.
• Customer Service Orientation: Friendly and professional demeanor with a focus on delivering a positive experience for both internal and external stakeholders.

Qualifications:

• High school diploma or equivalent required.
• Previous experience in an administrative, operations support, or compliance role is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic knowledge of other office software.
• 3-5 years’ experience in home care and caregiving industries is a plus, especially regarding compliance and certification tracking.
• Valid auto insurance, driver's license, and reliable transportation.

Working Conditions:

• Role is 100% in person in our Upland office unless you are assigned to meet with a potential client(s) in their home.

How to Apply:

Interested candidates are encouraged to submit a resume and a cover letter highlighting their relevant experience to femmeade@comfortkeepers.com

We look forward to reviewing your application!

Job Type: Full-time

Pay: $27.50 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Paid training
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Rotating weekends
• Weekends as needed

Experience:

• In-Home Care: 3 years (Preferred)

Ability to Commute:

• Upland, CA 91786 (Required)

Ability to Relocate:

• Upland, CA 91786: Relocate before starting work (Required)

Work Location: In person

Salary : $28 - $30