Senior Helpers of West Houston
Talent & Scheduling Coordinator
Senior Helpers of West Houston, Houston, Texas, United States, 77246
Are you looking for a career with purpose? Senior Helpers of West Houston is seeking a dynamic Talent & Scheduling Coordinator. The Talent & Scheduling Coordinator plays a critical role in ensuring high-quality caregiver recruitment, retention, and scheduling while also supporting marketing and client engagement activities. This position is responsible for sourcing and hiring top caregiver talent, maintaining compliance files, coordinating training, and ensuring client schedules are filled without disruption. The Coordinator also supports the Owner and Ops/Marketing Manager with social media postings, client/referral communication through HubSpot, and community engagement activities.
Reports to: Business Operations & Marketing Manager
Primary Responsibilities (including, but not limited to):
Caregiver Recruitment & Compliance
Screen, interview, and conduct reference/background checks for caregiver candidates and compare qualifications to job requirements.
Creates, posts, and maintains job advertisements through applicant tracking system.
Schedules interviews based on suitable candidates to move forward in the interview process.
Develops complete cycle recruiting strategies to target and recruit candidates from a variety of sources using various techniques, including third-party job boards, industry events, and career fairs.
Represents company at internal and external job fairs, trade shows, workshops as necessary.
Coordinate new hire onboarding and ensure caregiver files remain current and compliant.
Maintain documentation, including certifications, evaluations, and training records. Track expirations of any licensing, insurance, etc.
Support caregiver engagement (birthdays, appreciation initiatives, recognition events).
Support with the training of caregivers at the center of excellence.
Scheduling & Operations Support
Answer and screen incoming phone calls in a pleasant, courteous manner.
Select, schedule, and coordinate caregivers based on new and existing clients’ assessments and care plan information. Maintains appropriate gross profit margin for each case.
Manage caregiver scheduling to ensure client shifts are consistently filled.
Minimize scheduling gaps and proactively secure coverage to reduce cancellations.
Maintain accurate scheduling records in the scheduling system.
Collect and organize timesheets and verify/reconcile them against the scheduling calendar in home care software; track late, missing, and incorrect timesheets.
Review timesheets for any significant change in client status, indicate in the caregiver notes section, and adequately document the information.
Communicate timely and positively any caregiver changes and schedule updates ahead of the scheduled time with the client/family.
Act as point of contact with the client’s family regarding staffing schedules.
Maintain an excellent rapport with clients and caregivers to effectively promote positive interpersonal relationships.
Manage office supply inventory and oversee general office organization.
Step in as a caregiver when needed to cover last-minute shift cancellations. Averaging two weeks per month.
Training & Development
Coordinate caregiver orientation, onboarding, and skills training sessions.
Schedule ongoing training to meet client needs and caregiver development goals (Track training through Relias system)
Marketing & Client Engagement Support
Assist the Owner and Marketing Manager in maintaining and posting social media updates.
Use HubSpot to follow up with new clients and referral sources, sending information and materials as needed.
Support client engagement by ensuring timely follow-up on birthdays, holidays, and milestone communications.
Assist with community events and referral partner outreach as needed.
Qualifications
Bachelor’s Degree preferred; equivalent experience will be considered.
Minimum 2–3 years’ experience in high-volume recruitment processes, and operational excellence preferably in healthcare, senior care, or service industries.
A minimum of 1 year in a staffing/scheduling/logistics position is preferred.
Proven leadership and team management skills.
Strong organizational and multitasking ability with attention to detail.
Excellent verbal and written communication skills.
Customer service–oriented, with the ability to build trust with both clients and caregivers.
Proficiency in Microsoft Office Suite and ability to learn scheduling/CRM systems.
Ability to work independently and collaboratively in a fast-paced environment with solid work ethic.
Tech-Savy with digital marketing tools.
Adept at reading, writing, and interpreting industry-specific documentation, policies, procedures, or manuals.
Benefits:
401K Benefits
Health Insurance
Dental Insurance
Vision Insurance
Paid Time Off
Life Insurance
Bonus structure
About Senior Helpers of West Houston:
Great Place to Work® Certified -
We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.
We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.
IND801
Reports to: Business Operations & Marketing Manager
Primary Responsibilities (including, but not limited to):
Caregiver Recruitment & Compliance
Screen, interview, and conduct reference/background checks for caregiver candidates and compare qualifications to job requirements.
Creates, posts, and maintains job advertisements through applicant tracking system.
Schedules interviews based on suitable candidates to move forward in the interview process.
Develops complete cycle recruiting strategies to target and recruit candidates from a variety of sources using various techniques, including third-party job boards, industry events, and career fairs.
Represents company at internal and external job fairs, trade shows, workshops as necessary.
Coordinate new hire onboarding and ensure caregiver files remain current and compliant.
Maintain documentation, including certifications, evaluations, and training records. Track expirations of any licensing, insurance, etc.
Support caregiver engagement (birthdays, appreciation initiatives, recognition events).
Support with the training of caregivers at the center of excellence.
Scheduling & Operations Support
Answer and screen incoming phone calls in a pleasant, courteous manner.
Select, schedule, and coordinate caregivers based on new and existing clients’ assessments and care plan information. Maintains appropriate gross profit margin for each case.
Manage caregiver scheduling to ensure client shifts are consistently filled.
Minimize scheduling gaps and proactively secure coverage to reduce cancellations.
Maintain accurate scheduling records in the scheduling system.
Collect and organize timesheets and verify/reconcile them against the scheduling calendar in home care software; track late, missing, and incorrect timesheets.
Review timesheets for any significant change in client status, indicate in the caregiver notes section, and adequately document the information.
Communicate timely and positively any caregiver changes and schedule updates ahead of the scheduled time with the client/family.
Act as point of contact with the client’s family regarding staffing schedules.
Maintain an excellent rapport with clients and caregivers to effectively promote positive interpersonal relationships.
Manage office supply inventory and oversee general office organization.
Step in as a caregiver when needed to cover last-minute shift cancellations. Averaging two weeks per month.
Training & Development
Coordinate caregiver orientation, onboarding, and skills training sessions.
Schedule ongoing training to meet client needs and caregiver development goals (Track training through Relias system)
Marketing & Client Engagement Support
Assist the Owner and Marketing Manager in maintaining and posting social media updates.
Use HubSpot to follow up with new clients and referral sources, sending information and materials as needed.
Support client engagement by ensuring timely follow-up on birthdays, holidays, and milestone communications.
Assist with community events and referral partner outreach as needed.
Qualifications
Bachelor’s Degree preferred; equivalent experience will be considered.
Minimum 2–3 years’ experience in high-volume recruitment processes, and operational excellence preferably in healthcare, senior care, or service industries.
A minimum of 1 year in a staffing/scheduling/logistics position is preferred.
Proven leadership and team management skills.
Strong organizational and multitasking ability with attention to detail.
Excellent verbal and written communication skills.
Customer service–oriented, with the ability to build trust with both clients and caregivers.
Proficiency in Microsoft Office Suite and ability to learn scheduling/CRM systems.
Ability to work independently and collaboratively in a fast-paced environment with solid work ethic.
Tech-Savy with digital marketing tools.
Adept at reading, writing, and interpreting industry-specific documentation, policies, procedures, or manuals.
Benefits:
401K Benefits
Health Insurance
Dental Insurance
Vision Insurance
Paid Time Off
Life Insurance
Bonus structure
About Senior Helpers of West Houston:
Great Place to Work® Certified -
We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.
We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.
IND801