Irish Management

Job Title: In-Home Operations Coordinator

Company: Irish Management

Location: Office/Remote in South Bend, IN

Job Type: Part-Time - 15-20 Hours/week $18.00hr

Job Description:

Irish Management is seeking a detail-oriented and highly organized In-Home Operations Coordinator to support the daily coordination of our in-home task operations. This role owns the scheduling process, placing every screened task onto the calendar in a way that aligns with due dates, priorities, and task runner availability, while also handling inventory, supply ordering, and guest reimbursement coordination.

This is a part-time position ideal for someone who excels at organizing information, managing calendars, and keeping multiple moving parts on track. The In-Home Operations Coordinator will work closely with our In-Home Operations Manager to ensure the task runner team has clear, balanced, and accurate schedules each day, while also managing supply backstock, tracking outstanding orders, and keeping purchasing records organized.

This position plays a key role in maintaining smooth daily operations, from scheduling and staffing to inventory and supplies, ensuring that nothing falls through the cracks.

Responsibilities:

Task Scheduling & Coordination

• Receive all screened tasks from the In-Home Operations Manager each morning and prepare them for scheduling.
• Review task runner availability, skill levels, and current bandwidth to ensure workloads stay balanced across the team.
• Assign tasks to the appropriate task runners based on urgency, due date, location, and overall complexity.
• Schedule all tasks into the shared calendar with accurate timing, property details, and any necessary access instructions.
• Ensure all deadlines are consistently met and that high-priority tasks are scheduled ahead of lower-priority ones.
• Maintain an organized, up-to-date task calendar that accurately reflects current assignments and any last-minute changes.
• Flag bandwidth constraints, scheduling conflicts, or recurring issues to the In-Home Operations Manager as they come up.

Property & Guest Reimbursement Coordination

• Order materials and supplies required for properties.
• Manage the ordering and scheduling components of guest reimbursements.
• Track outstanding orders and follow up as necessary.

Inventory & Supply Management

• Review cleaner stock and order required supplies.
• Review office and task runner inventory.
• Maintain stock of batteries and commonly used task runner supplies.
• Identify items approaching minimum stock levels and replenish as needed.

Purchasing & Documentation

• File and organize documentation for purchases.
• Maintain accurate records of orders and purchases.

Communication & Support

• Notify task runners once their daily schedules are finalized and ensure clarity on task expectations.
• Provide clean, accurate task details including property addresses, timing, and access notes.
• Maintain a smooth communication flow between scheduling and field execution.
• Support the In-Home Operations Manager by creating a predictable and reliable scheduling process.

Pay Structure:

The pay structure for this position is $18/hour.

Skills & Qualifications

• Strong organizational skills with the ability to coordinate multiple moving parts.
• Excellent calendar management and planning skills.
• Prior experience in scheduling, dispatching, or operations support is preferred but not required.
• Clear and professional communication skills.
• Ability to work independently in a structured, time-bound role.
• Comfortable using digital tools such as Google Calendar, Breezeway, and Zoho Projects (training provided).
• Extremely detail-oriented with a strong commitment to accuracy and clarity.
• Ability to identify scheduling conflicts and proactively flag issues.

Reporting Structure:

• This position reports directly to the Operations Manager

Who We’re Looking For

• Ownership Mentality - We act like owners. We solve problems without being asked, take initiative, and follow through. We care, think long-term, and do what’s best for our clients, our team, and the business.
• Figure It Out Attitude - We seek answers, ask questions, and find solutions. If we don’t know something, we learn it. We believe anything is possible.
• Growth Mindset - We embrace innovation and continuous improvement. Every challenge is an opportunity to refine and enhance how we operate.
• Proactive Communication - We communicate early and often—about schedules, conflicts, issues, and solutions. No surprises, just clarity.
• Focus on the Details - We notice what others miss. We follow through and hold the line on quality, even when no one would know the difference. It is where trust is built, reputations are earned, and good becomes excellent.