We are looking for an HR & Staffing Coordinator to help support our growing home care agency in beautiful Peachtree Corners, Georgia! This role significantly impacts our daily operations and our ability to provide exceptional care by ensuring we have qualified, engaged caregivers available and appropriately scheduled to meet each client’s needs.
As the HR & Staffing Coordinator, you will be responsible for caregiver recruitment, onboarding, scheduling, compliance, engagement, and retention, as well as collecting, managing, and reporting staffing and scheduling information. You must also be detail-oriented and process-driven, with exceptional customer service and communication skills; you genuinely care about connecting clients with the right caregivers, supporting our caregiving team, and helping improve the lives of the individuals and families we serve. The HR & Staffing Coordinator works collaboratively with agency leadership and other team members responsible for client care, operations, payroll, billing, and business development.
Minimum Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Two years of related experience; experience in human resources, recruiting, scheduling, home care, or healthcare preferred.
- Excellent written and verbal communication skills and professional telephone etiquette.
- Strong customer service orientation with the ability to interact effectively with individuals from diverse backgrounds.
- Exceptional organizational skills, attention to detail, and follow-through.
- Comfortable using CRM systems, scheduling platforms, online recruiting tools, and other computer applications.
- Ability to exercise initiative, solve problems, and apply sound judgment.
- Ability to work effectively under pressure and manage multiple priorities simultaneously.
- Professional demeanor and positive business presence.
- Must successfully complete all required background screening.
Essential Duties and Responsibilities
Recruitment & Caregiver Pipeline
- Continually recruit caregivers to maintain an adequate pool of eligible and available staff based on current and anticipated client needs.
- Create and post employment opportunities through appropriate online job boards, resume databases, social media, and other recruiting channels.
- Source and engage prospective caregiver candidates.
- Develop relationships with local nursing assistant, healthcare training, and community programs to support caregiver recruitment.
- Attend or coordinate recruiting events and job fairs as appropriate.
- Promote the agency’s employee referral program.
- Process employment applications and inquiries in a timely manner.
- Conduct candidate pre-screens and interviews and provide hiring recommendations to agency leadership.
- Maintain communication with candidates throughout the recruitment and hiring process.
Hiring, Onboarding & Orientation
- Verify references and coordinate required pre-employment screening.
- Schedule qualified candidates for orientation.
- Provide and collect required new-hire documentation.
- Conduct comprehensive caregiver orientation, including agency mission, expectations, policies, procedures, client service standards, and employment requirements.
- Collect and verify applicable identification, licenses, certifications, training records, and other required employment documentation.
- Ensure all required documentation is complete, current, and properly executed before caregiver placement.
- Create and maintain caregiver personnel records and accurately enter caregiver information into the agency’s CRM or other designated systems.
- Assign required training and monitor completion by established deadlines.
- Ensure required background checks and motor vehicle records, when applicable, are completed prior to client placement.
Staffing & Scheduling
- Schedule client service hours with eligible caregivers whose knowledge, skills, availability, and qualifications appropriately match client needs.
- Maintain accurate and current client and caregiver schedules in the agency’s CRM and scheduling system.
- Maintain accurate caregiver availability and contact information.
- Communicate new assignments, schedule changes, cancellations, and other staffing information promptly to caregivers and clients.
- Monitor missed or late caregiver clock-ins and promptly follow up to verify caregiver arrival and client coverage.
- Respond to staffing changes and work to resolve open shifts and call-outs promptly.
- Monitor caregiver scheduled hours for potential overtime and communicate concerns to agency leadership before overtime is incurred whenever possible.
- Review completed shift logs and identify discrepancies between scheduled and actual service hours.
- Escalate payroll, billing, scheduling, caregiver, or client concerns to appropriate agency leadership.
- Document relevant scheduling and staffing events in the agency’s CRM.
Caregiver Compliance & Personnel Management
- Monitor caregiver credentials, certifications, required training, continuing education, and other employment documentation for upcoming expiration or renewal.
- Ensure required documentation and training remain current before caregiver placement.
- Maintain and routinely audit caregiver personnel files in accordance with agency policies and applicable regulatory requirements.
- Coordinate required caregiver performance evaluations.
- Participate in disciplinary meetings and employee terminations in consultation with agency leadership.
- Prepare and maintain documentation related to caregiver accidents, injuries, performance concerns, and other employment-related events.
- Maintain appropriate confidentiality of caregiver and employment information.
Caregiver Engagement & Retention
- Serve as a primary agency liaison and resource for caregivers.
- Foster a culture in which caregivers feel supported, appreciated, informed, and recognized.
- Maintain regular communication with caregivers regarding availability, desired hours, contact information, scheduling preferences, and overall satisfaction.
- Provide increased engagement and follow-up during caregivers’ first 90 days of employment.
- Conduct caregiver stay interviews and communicate retention concerns or trends to agency leadership.
- Identify caregiver concerns early and work collaboratively with leadership to resolve issues when appropriate.
- Provide ongoing feedback regarding caregiver availability and staffing capacity so recruitment activities remain aligned with client service needs.
Client Service & Operational Support
- Maintain professional and responsive communication with clients regarding scheduling and caregiver assignments.
- Promptly communicate reported client concerns or service issues to appropriate agency leadership.
- Help ensure continuity of care by proactively identifying potential staffing gaps.
- Collaborate with agency leadership to balance caregiver availability, client needs, service quality, and labor considerations.
- Support additional administrative and operational functions as needed to meet agency and client needs.
Physical and Environmental Demands
This is primarily a sedentary office-based position requiring regular use of computers, phones, and other office technology.
Reports to: Chief Executive Officer
Classification: Non-Exempt
Position Type: Full-Time
Expected Hours of Work: Monday–Friday, 8:30 AM–5:00 PM
After-Hours: Some flexibility outside of normal business hours may be required to address urgent staffing or scheduling needs.
Disclaimer
This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to represent a comprehensive listing of all responsibilities, duties, or qualifications required. Responsibilities and assignments may change based on agency needs.
