Healthcare Coordinator

We are seeking a reliable and highly organized Virtual Assistant to support our coordination and scheduling operations. This role involves booking staff into shifts, proactively contacting clients and schools, and ensuring all staffing requirements are filled accurately and on time. The ideal candidate is confident on the phone, detail-oriented, and comfortable managing multiple schedules simultaneously.
Key Responsibilities
Coordinate and book staff into available shifts based on client and school requirements
Proactively call clients and schools to confirm needs, availability, and shift details
Contact staff to offer, confirm, and follow up on shift assignments
Maintain accurate and up-to-date schedules, calendars, and records
Track shift confirmations, cancellations, and changes, and resolve conflicts efficiently
Update internal systems with booking notes, confirmations, and outcomes of calls
Follow established scripts and procedures while maintaining a professional and friendly tone
Communicate any staffing issues, shortages, or urgent changes promptly
Required Skills & Experience
Previous experience as a Virtual Assistant, scheduler, coordinator, or similar role
Strong verbal communication skills and confidence making outbound calls
Excellent organizational and time-management skills
High attention to detail and accuracy in scheduling
Ability to multitask and work under time pressure
Comfortable using scheduling tools, spreadsheets, and CRM systems
Reliable internet connection and quiet work environment
Preferred (Nice to Have)
Experience coordinating staff for schools, childcare, healthcare, or service-based businesses
Experience working across different time zones
Familiarity with shift-based or roster-based scheduling
Working Hours
[Specify hours, e.g., part ---------- -time, fixed or flexible hours]
Availability to make calls during business hours for clients and schools
Performance Expectations
Shifts are filled accurately and on time
Clear, professional communication with clients, schools, and staff
Minimal scheduling errors or missed confirmations
Proactive follow-up to prevent last-minute gaps
How to Apply
Please include:
A brief summary of your coordination or scheduling experience
Your availability and time zone
Examples of tools or systems you have used for scheduling or client communication