Virtual Scheduler & Office Administrator (Home Care Agency – Full Time Remote)

We Are Looking for a Rockstar Scheduler & Office Admin

We are a growing Home Care Agency looking for a high-performing Virtual Scheduler & Office Administrator to join our team full-time. This role is critical to our operations and requires someone who is organized, tech-savvy, compassionate, and excellent at communication.

You will be responsible for managing caregiver schedules, coordinating with clients and staff, and ensuring that all care shifts are filled quickly and efficiently.

Our team is close-knit, supportive, and focused on delivering exceptional care to our clients and their families. We build relationships with our caregivers and clients from the very first phone call — and you will play a key role in that experience.
If you are detail-oriented, fast, reliable, and love working with people, we would love to hear from you.
________________________________________
IMPORTANT – PLEASE READ BEFORE APPLYING
Please apply ONLY if you meet the following criteria:
• You have excellent English communication skills (clear, professional, neutral accent)
• You are comfortable speaking on the phone with clients and caregivers daily
• You can commit to full-time work (40 hours per week)
• You have reliable (Wired with backup) high-speed internet and a professional home office setup
If you cannot meet these requirements, please do not apply.
________________________________________
Key Responsibilities
Scheduling & Operations
• Manage daily caregiver scheduling and shift coordination
• Match the right caregiver to the right client based on needs, skills, and location
• Maintain an accurate caregiver availability chart
• Ensure all shifts are filled quickly and efficiently
• Monitor caregiver overtime and travel time
Client & Caregiver Communication
• Answer incoming calls from clients and families professionally
• Respond to scheduling requests, service inquiries, and questions
• Communicate regularly with caregivers to confirm schedules and shift coverage
• Handle last-minute scheduling changes and emergencies

Client Intake & Administration
• Process new client service requests and intake information
• Enter and update client data in the agency's software system
• Prepare reports, correspondence, and documentation
• Coordinate with the Operations Director and team members
Care Coordination
• Provide caregivers with accurate directions and client care instructions
• Follow up with caregivers regarding scheduling issues
• Communicate with clients, families, and referral partners when needed
________________________________________
Requirements
Experience
• 2–3 years of scheduling or administrative experience
• Experience working as a Virtual Assistant or Remote Administrator preferred
• Experience in home care, healthcare, or staffing coordination is a strong plus
Skills
• Excellent English communication skills (spoken and written)
• Strong customer service and people skills
• Excellent organization and time management
• Strong problem-solving ability
• Detail-oriented and highly dependable
• Able to work independently and as part of a team
Technical Skills
Must be comfortable with:
• Microsoft Excel, Word, and Google Workspace
• Scheduling software and digital communication tools
• Email, instant messaging, and phone-based support
• Basic document preparation and data entry
________________________________________
Technical Requirements (Mandatory)
• Two monitors / dual screen setup
• Reliable high-speed wired internet (minimum 25 Mbps)
• Noise-cancelling headset with microphone
• Quiet, professional home office environment
________________________________________
About Our Company
A few things you should know about working with us:
• We are a Home Care Agency providing private-duty services for clients of all ages
• We move fast and value efficiency and accountability
• We treat our team members with respect, loyalty, and fairness
• If the business grows, our team benefits from that growth
We are looking for someone who wants to grow with us long-term — not just short-term work.
________________________________________
Compensation & Benefits
• Weekly or bi-weekly pay
• Performance-based bonuses
• Pay increases based on performance and contribution
• Long-term growth opportunity
________________________________________
How to Apply
If you believe you are a great fit for this role, please follow the steps below:
1. Use this format for the subject line:
Virtual Scheduler – Your Name
2. In the first line of your application, please write:
“I am your Rockstar Scheduler.”
3. Record a short video introducing yourself, explaining:
• Who you are
• Your scheduling/customer service experience
• Why you would be a great fit for this role
4. Attach your resume
5. Include a link to your OnlineJobs.ph profile
Applications that do not follow these outlined steps may not be considered.
________________________________________
Final Note
This is a long-term position. We are looking for someone who wants to grow with our company for years — not weeks.
If you are organized, proactive, compassionate, and great with people, we would love to meet you.