Logistics Coordinator

Job Summary:  The Logistics Coordinator is an hourly paid position with the responsibility of ensuring proper care and management of TLC Nursing cases from the inception of each case to the termination of service.  

The Logistics Coordinator (LC) has the most vital position in the company.  This individual has primary responsibility for ensuring appropriate staffing of all client needs.  LC must develop a productive relationship between the staff and the client, coordinate the staff request from the facility with available and experienced field staff and answers the telephones, and assist office guests.

The LC consults with the office team and refers to extraordinary problems appropriately.  This position is responsible for maintaining and enhancing the Agency’s image through appropriate dress, pleasant and helpful telephone manner, and courteous interaction with all staff and visitors; and is responsible for appropriate verbal and behavioral interaction with all individuals that he/she comes in contact with.

Reports to:  Director of Operations 

Qualifications:  This position requires an individual who is a high school graduate with a minimum of five years of professional office experience.

Must be experienced in working with the public. Some experience hiring and managing employees and familiarity with the health care arena, preferably experience in the staffing industry, is beneficial.  The C has to be very flexible and adaptable to rapidly changing circumstances and be able to remain calm, organized, and efficient under pressure.

Must speak, read and write the English language fluently; with strong grammatical understanding. Must have effective communication skills, and flexibility; regarding workdays and hours.  Must have basic computer knowledge and experience, know Microsoft applications and possess the ability to learn new scheduling and time-keeping software quickly.  Must have good recall, be articulate, and possess the ability to organize detail, have good hearing, clear speech, and legible penmanship.  Must be able to develop relationships with the clients and caregivers and match them to one another appropriately.  This position requires good problem-solving skills and a warm, congenial, patient, and professional attitude in daily activities.  A familiarity with Vermont and New Hampshire is required.


The LC  must be able to convey a helpful, compassionate, and knowledgeable attitude even when dealing with complaints from employees and clients, who have varying educational and socio-economic backgrounds and varied situations, or when involved in complex situations.  Also required is the ability to deal with frequent interruptions, last-minute changes to previously established schedules, multiple priorities and the ability to accomplish tasks against deadlines.  Must be able to perform responsibilities without supervision, show initiative and possess the ability to organize and prioritize responsibilities.


Job Purpose:
Staff caregivers, PCAs, LNAs, LPNs, and RNs appropriately to clients.  Maintain records of these processes.


General Duties and Responsibilities:

(Many duties for this position are shared; others are divided depending on the individual abilities and expertise of each SC)

Schedules staff for all staffing requests.
Works with office team to improve the retention rate of employees. 
Communicate clients' needs by conducting weekly calls with the clients. Reports changes to nurses and the Director of  Upgrade to see actual infomunicates continually with employee, client and nurse to evaluate and insure a high level of Upgrade to see actual infomunicates regularly with other staff members regarding new staffing contracts and staff availability.  
Communicates and confirms all schedule changes and staff substitutions to client as well as to staff and documents all communication and assignments in the scheduling system.  Documents complaints and compliments as well.
Maintains records of all refused assignments.
Maintain client satisfaction.  Client retention is a priority.   
Attends weekly staff meetings and provides a report of unstaffed hours, numbers of  LNA, LPN, RN staff, number of new staff put to work,  and number of staff lost, complaints and compliments, and challenges/problems that need resolution.
Understand that hours for this position must be flexible and that the workday is not complete until all cases have been staffed.
Studies and maintains familiarity with the Vermont  Dept. of Health regulation
Keeps records updated.  Enters all scheduling changes in real-time.
Accepts weekend on-call duty once a month. 
Assists Director of Operations with evaluations of field staff.
Shares responsibility with Client Care Coordinator for sending birthday and company anniversary cards to staff and clients.
Shares responsibility with Client Care Coordinator to report the death or hospitalization of clients to the office team and makes appropriate arrangements: sends flowers, informs all caregivers and nurses, makes staffing changes, etc.
Monitors Telephony time-keeping system and response immediately to uncovered shifts, late arrivals, etc.
Thoroughly understands agency Points System and documents accordingly.
Participates in staff meetings, orientations, and other company events.  
Implements cost-saving actions by remaining aware of the impact of scheduling decisions on the revenues of the agency and the client’s invoices.
Conducts portion of the orientation dealing with scheduling.
Assists with management of employee awards, incentive and recognition programs.
Maintains Time-Off Requests Log and Availability book.