Job Description

Position Overview

The Office Assistant plays a vital role in supporting HR, Scheduling, and various administrative functions at Pinnacle In-Home Care. This position helps ensure smooth day-to-day operations by coordinating caregiver schedules, assisting with hiring and onboarding, maintaining accurate employee records, and facilitating clear communication between caregivers, clients, and office staff. Their support is essential to keeping our team organized, efficient, and focused on delivering high-quality care.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced healthcare environment.

Key Responsibilities Scheduling & Coordination

Assign and adjust caregiver schedules daily to meet client needs and ensure full visit coverage. Monitor and track on-call issues such as cancellations, early clock-outs, and missed visits, taking prompt action to resolve them. Maintain accurate records of caregiver hours, client visits, and schedule changes. Communicate proactively with clients, caregivers, and office staff to confirm schedules, notify of changes, and resolve issues. Send morning updates to office staff to allow time for client communication regarding replacements or visit adjustments. Respond promptly to client and caregiver phone calls related to scheduling concerns and ensure thorough follow-up. Assist with new service approvals, added visits, and filling schedule gaps as needed. Document all scheduling actions and communications for accountability and reporting purposes. Collaborate with the care coordination team to identify and prevent recurring scheduling issues.

Human Resources & Administrative Support

Greet and assist all visitors in a professional and welcoming manner. Keep the office organized and assist with administrative duties as delegated. Manage full-cycle recruitment, including sourcing, screening, interviewing, and onboarding healthcare professionals (RNs, LPNs, CNAs, and caregivers). Accept and process applications, extend offers, and coordinate orientation and training sessions. Maintain accurate and up-to-date personnel files, training records, and certifications. Communicate regularly with caregivers to ensure satisfaction, address concerns, and support engagement. Ensure compliance with healthcare regulations, labor laws, and company policies. Participate in daily staff meetings and support office initiatives that promote a positive and professional work environment. Check and respond to emails daily; answer phones and direct calls appropriately.

Qualifications

High school diploma or equivalent required; associate degree preferred. Previous experience in

HR, scheduling, or administrative coordination

(healthcare experience preferred). Strong organizational and time management skills with the ability to handle multiple priorities in a fast-paced environment. Excellent verbal and written communication skills. Proficient in Microsoft Outlook, Word, and Excel, Google Sheets; experience with scheduling or HR software preferred. Ability to maintain confidentiality and handle sensitive information with professionalism.

Core Competencies

Accountability:

Completes tasks thoroughly and on time.

Communication:

Maintains clear, professional, and proactive communication with clients, caregivers, and staff.

Reliability:

Dependable and consistent in managing priorities and responding to urgent needs.

Problem-Solving:

Identifies potential issues and resolves them quickly and effectively.

Team Collaboration:

Works well with colleagues and management to maintain smooth operations.

Attention to Detail:

Ensures all documentation and schedules are accurate and up to date.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds occasionally.

Summary

This position requires a motivated and dependable professional who thrives in a dynamic environment, demonstrates exceptional communication skills, and is able to multitask effectively. The ideal candidate can balance both administrative and scheduling responsibilities with accuracy, organization, and care.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance
Work Location: In person