Administrative Operations Coordinator Jobs in Rochester, NY

Operations Coordinator

Part-Time – Job Share

Position: Operations Coordinator (Part-Time)
Schedule: Monday, Wednesday & Friday – approximately 24 hours per week
Job Share: This position is part of a job-sharing arrangement with an Office Manager who works Tuesday and Thursday.

Position Summary

Locally owned home care agency dedicated to helping seniors remain safe in their homes is looking for a compassionate, organized professional with a genuine desire to help seniors, families, and caregivers.

The Operations Coordinator plays an important role in supporting the day-to-day operations of our home care agency. This position is responsible for coordinating caregiver schedules, communicating with clients, families, and caregivers, answering incoming calls, providing administrative support and will work closely with the Tuesday/Thursday Office Manager to ensure seamless communication, continuity of client care, accurate scheduling, and efficient office operations throughout the week.

Why This Position May Be a Great Fit

Consistent Part-Time Schedule & Work-Life Balance

This position offers a consistent Monday, Wednesday, and Friday schedule, making it an excellent opportunity for someone who enjoys working with people, staying organized, solving problems, flexibility, and being part of a supportive, locally owned company who values teamwork and work-life balance.

Key Responsibilities

Client & Family Relations

• Serve as a primary point of contact for clients and their families.
• Answer incoming telephone calls and respond to client inquiries in a professional and timely manner.
• Coordinate client service requests and scheduling changes.
• Maintain positive client and family relationships through excellent customer service.
• Communicate important updates and concerns to management as appropriate.

Scheduling & Staffing

• Coordinate caregiver schedules and client assignments.
• Fill open shifts and respond to caregiver call-offs.
• Communicate schedule changes to clients and caregivers.
• Monitor caregiver availability and staffing needs.
• Help ensure that clients receive consistent and reliable caregiver coverage.

Office Administration

• Maintain accurate client and caregiver records.
• Process agency documentation and correspondence.
• Assist with long-term care insurance forms and administrative paperwork.
• Monitor and respond to office email and voicemail.
• Provide general administrative support and help maintain an organized office environment.

Quality Assurance & Client Support

• Conduct client satisfaction follow-up calls.
• Document client concerns and communicate them to management.
• Assist with resolving scheduling and service-related issues promptly.
• Help identify potential problems before they affect the client or caregiver experience.

Job-Share Responsibilities

Because this position is shared with an Office Manager, communication and organization between the two coordinators are essential.

Both Operations Coordinators and the Office Manager are expected to:

• Maintain clear and detailed notes regarding outstanding client, caregiver, and scheduling issues.
• Update scheduling systems and client records before the end of each workday.
• Clearly communicate unresolved matters to the coordinator working the next scheduled day.
• Review emails, phone messages, and schedule changes from the previous workday at the beginning of each shift.
• Keep each other informed of important client or caregiver developments.
• Work cooperatively to provide consistent service and minimize disruptions for clients and caregivers.

Qualifications & Skills

The ideal candidate will be organized, dependable, personable, and comfortable handling multiple responsibilities throughout the day.

Required:

• Strong organizational and communication skills.
• Excellent customer service skills.
• Ability to multitask effectively and manage competing priorities.
• Strong problem-solving skills and the ability to think independently.
• Ability to remain calm and professional when unexpected scheduling or client issues arise.
• Basic computer skills and the ability to learn and use scheduling and office software.
• Strong attention to detail.
• Dependable and professional work ethic.
• Ability to work independently while collaborating effectively with a job-share partner.

Preferred:

• Previous experience in office administration, scheduling, customer service, home care, or healthcare.
• Proficiency with Microsoft Office, general computer/email applications, and scheduling software.
• Experience working in a fast-paced office or service-oriented environment.

What We Are Looking For

We are looking for someone who is dependable, organized, compassionate, and solution oriented. The successful candidate should enjoy working with people and be comfortable making decisions, solving problems, and managing several tasks at once.

Multitasking and problem-solving are particularly important in this position. Every day can bring unexpected schedule changes, caregiver call-offs, client requests, and family concerns. We are looking for someone who can assess the situation, remain calm, and find an appropriate solution.

This is an excellent opportunity for someone looking for a stable, consistent part-time schedule with the opportunity to make a meaningful contribution to the clients and families we serve—while maintaining a strong work-life balance.