Host Family Scheduler

Apex Social brings together experienced educators, therapists and care providers with families who have special care needs and provides personal & career development through a unique, collaborative work experience for Care Professionals in a new state or new country.

Our Mission
Unlocking children’s greatest potential through integrating skilled Care Professionals into their family’s daily life.
Empowering Children to develop to their fullest abilities.
Empowering Care Professionals by providing personal & career development, experiential learning and cultural enrichment through a unique, collaborative work experience.
Empowering Families by providing specialized, skilled child care and cultural exchange in the home through an individualized recruiting and matching process.
Empowering Schools & Universities by providing career coaching and support for their students and alumni to gain interdisciplinary paid work experience & continuing education in Germany, the United States and Australia.
Empowering Tea ---------- mbers by providing a collaborative, remote work environment with opportunities for training and growth as well as a commitment to our mission ensuring that we find purpose, fulfillment and a sense of belonging in our careers.

Position Overview
The Host Family Scheduler is responsible for coordinating and managing consultation schedules between host families in the U.S. and participants, ensuring smooth communication and transitions across time zones. This role requires daily collaboration with U.S.-based teams and participants, while maintaining accurate records and schedules. The ideal candidate is detail-oriented, highly organized, and able to communicate effectively across cultures and time zones.

Key Responsibilities
- Manage scheduling and placement logistics between U.S. host families and participants, ensuring timely and accurate coordination.
- Maintain and update scheduling systems and records daily, reflecting current availability and assignments.
- Communicate proactively with host families, participants, and internal teams to confirm schedules, address questions, and provide updates.
- Collaborate with U.S.-based recruitment, placement, and operations teams to resolve scheduling conflicts and ensure smooth placements.
- Track and document all schedule changes, cancellations, or rescheduling requests promptly.
- Support onboarding and placement logistics, including arrival dates, orientations, and handoffs.
- Generate weekly reports on placement activity, scheduling updates, and outstanding tasks.
- Provide excellent customer service to host families and participants to ensure a positive experience.

Qualifications
Education: Associate’s or Bachelor’s degree preferred, or equivalent experience in scheduling, coordination, or administrative support.

Experience: Minimum 1–2 years of experience in scheduling, customer service, or administrative coordination (experience with international teams, education, exchange programs, or healthcare placement preferred).

Skills:
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills in English.
- High attention to detail and accuracy.
- Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software (e.g., Airtable, CRM systems - Zendesk), KEAP, Slack, and others.
- Ability to work independently and as part of a cross-cultural, remote team.
- Customer service–oriented mindset with strong problem-solving abilities.

Working Hours: Thursday through Monday, 8:00 AM – 5:00 PM PST (Philippines time: 11:00 PM – 8:00 AM PHT).
Occasional flexibility may be required to accommodate urgent scheduling needs or communication with U.S.-based participants.

Compensation and Benefits:
- Competitive salary based on experience and market standards.
- Paid time off, holidays, and remote-friendly work environment.
- Opportunities for professional growth and cross-cultural experience with U.S.-based teams.