Client Services & Staffing Coordinator

Job Title

Client Services & Staffing Coordinator

Job Type

Full-Time, Hourly, Non-Exempt

Location

Playa Del Rey,CA — Hybrid

In-person work is required on Mondays, Wednesdays, and Fridays, and as operationally necessary. Remote flexibility may be available on other workdays based on business needs.

Compensation

$30.00–$35.00 per hour

This position is eligible for overtime and other wage protections in accordance with applicable California law.

Job Description

Vitale Nursing, Inc., a premier provider of private-duty nursing and caregiving services, is seeking a highly organized, proactive, and professional Hybrid Intake, Client Services & Staffing Coordinator to support client intake, scheduling, staffing operations, caregiver communication, administrative workflow, office operations, and client service coordination.

This position serves as an operational hub for the company and is a primary point of contact for new client inquiries, referral sources, families, nurses, caregivers, and internal leadership. The Coordinator is responsible for timely communication, accurate documentation, real-time scheduling support, urgent staffing coordination, onboarding support, operational communication, and maintaining Vitale Nursing’s concierge-level standard of care.

This is a full-time, hourly, non-exempt position with structured on-call responsibilities. The role requires in-person presence on Mondays, Wednesdays, and Fridays, as operationally necessary. Remote work may be permitted on other business days, subject to company needs, performance expectations, confidentiality requirements, and availability for time-sensitive communication.

The ideal candidate is responsive, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced healthcare environment.

Essential Duties and Responsibilities

Client Intake and Client Services

• Answer incoming client, family, referral source, website, and email inquiries.
• Respond promptly and professionally to prospective clients, referral partners, and families.
• Gather and document intake information accurately.
• Schedule consultations, assessments, and onboarding appointments in collaboration with clinical leadership.
• Follow up with prospective clients and families to support service conversion and client satisfaction.
• Coordinate client onboarding paperwork and related documentation.
• Maintain accurate client, referral, and intake records in AlayaCare, CRM systems, Google Workspace, and other internal platforms.
• Support referral source communication and maintain a professional brand presence in all external interactions.
• Protect client confidentiality and follow company policies, privacy standards, and applicable healthcare requirements.

Scheduling and Staffing Operations

• Create, update, and maintain nurse and caregiver schedules for private-duty nursing and caregiving services.
• Fill open shifts and coordinate staffing coverage to help ensure uninterrupted client care.
• Manage caregiver and nurse availability, call-offs, replacements, and urgent schedule changes.
• Communicate schedule updates clearly with staff, clients, families, and leadership.
• Track staff credentials, documentation, expirations, and availability as assigned.
• Support staffing emergencies during business hours and assigned on-call periods.
• Help reduce coverage gaps, last-minute disruptions, and owner involvement in day-to-day scheduling.
• Escalate clinical, client service, or staffing concerns to leadership as appropriate.

Administrative Operations

• Support onboarding processes for clients, caregivers, nurses, and internal staff as assigned.
• Maintain employee and client records accurately and confidentially.
• Coordinate operational communications between leadership, staff, clients, families, and referral sources.
• Assist with office administration and daily operational workflow.
• Maintain organized client and caregiver files, databases, tracking systems, and documentation logs.
• Assist with employee onboarding and the collection of required documentation.
• Support collection, review, and tracking of credentials, compliance documents, and administrative records.
• Assist with client-related order coordination, supplies, logistics, and follow-up.
• Perform data entry, recordkeeping, and documentation in AlayaCare, Google Workspace, Microsoft Office, scheduling systems, CRM tools, and other operational platforms.
• Perform other administrative duties as assigned.

On-Call and After-Hours Support

• Participate in a structured on-call rotation for intake, scheduling, and urgent staffing needs.
• Respond to assigned after-hours calls, messages, and scheduling matters within company response expectations.
• Document all after-hours work, calls, scheduling updates, and client/staff communications accurately.
• Follow company procedures for escalation, urgent staffing, client communication, and timekeeping.
• On-call, standby, callback, and after-hours work will be compensated in accordance with applicable California law and company policy.

Marketing and Brand Support

• Support management of company social media platforms, including Instagram, LinkedIn, and TikTok.
• Assist with the development, coordination, and distribution of the monthly newsletter.
• Support client engagement, referral relationship communication, and professional brand visibility.
• Coordinate basic content updates, engagement tracking, and brand-related administrative tasks as assigned.

Reporting Structure

Reports directly to:
Owner / CEO

Works closely with:

• Director of Nursing
• Nurses
• Caregivers
• Referral sources
• Clients and families
• Internal leadership and administrative team members

Work Expectations

• Serve as a primary office operational leader during business hours.
• Maintain responsiveness to urgent staffing needs.
• Support agency growth through exceptional client service.
• Ensure continuity of care through effective scheduling, communication, and coordination.
• Maintain a high level of professionalism, confidentiality, and follow-through.
• Communicate clearly and promptly with clients, families, staff, referral sources, and leadership.
• Prioritize time-sensitive client intake, scheduling, staffing, and administrative needs.
• Support a concierge-level client and family experience.
• Demonstrate reliability, discretion, and sound judgment in handling urgent or confidential matters.

Required Qualifications

• Minimum of 2 years of experience in healthcare coordination, home care, home health, private duty care, staffing, scheduling, intake, client services, customer service, or administrative support.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize, and respond professionally in urgent or time-sensitive situations.
• Ability to work independently while maintaining close communication with leadership.
• High level of discretion, reliability, professionalism, and commitment to confidentiality.
• Proficiency with Google Workspace, Microsoft Office, scheduling software, CRM tools, and digital communication platforms.
• Ability to learn and accurately use AlayaCare or a similar EMR, home care, or scheduling system.
• Ability to work a hybrid schedule and report in person on required office days.
• Ability to participate in assigned on-call coverage.
• Ability to lift up to 50 pounds, with or without reasonable accommodation.

Preferred Qualifications

• Home care, home health,private-duty nursing, or concierge healthcare experience.
• Experience with AlayaCare or another EMR/home care scheduling platform.
• Healthcare staffing experience.
• CRM experience.
• Experience supporting referral relationships, client onboarding, or healthcare service growth.
• Basic social media, newsletter, or brand support experience.

Work Schedule

• Full-time position.
• Hourly, non-exempt.
• Hybrid schedule.
• In-person presence required on Mondays, Wednesdays, and Fridays, and as operationally necessary.
• Remote flexibility may be permitted on other workdays based on business needs.
• Includes structured on-call responsibilities for intake, urgent scheduling, and staffing support.
• Must be available to respond promptly to assigned new client inquiries, staffing needs, and after-hours coverage matters.
• A company computer and phone will be provided.

Performance-Based Bonus Opportunity

This position may be eligible for a performance-based bonus tied to operational, service, staffing, growth, and brand metrics. Bonus eligibility, measurement periods, payout timing, and plan terms will be defined in writing.

Potential performance metrics may include:

• Timely response to new client inquiries.
• New client inquiry conversion rate.
• Scheduling efficiency.
• Reduction of coverage gaps.
• Shift fill rate above 95%.
• Client satisfaction.
• Caregiver and nurse satisfaction.
• Documentation accuracy and compliance.
• Census growth and retention.
• Referral source responsiveness.
• Social media engagement and brand visibility benchmarks.
• Reduction in owner involvement in day-to-day scheduling and intake.

Bonus payments are not guaranteed unless earned under the applicable written bonus plan.

Benefits

Eligible employees may receive:

• Health insurance.
• Dental insurance.
• Vision insurance.
• 401(k).
• Paid sick leave.

About Vitale Nursing, Inc.

Vitale Nursing, Inc. provides private-duty nursing and caregiving services with a focus on professionalism, responsiveness, and concierge-level client care. Our team supports clients and families through personalized care coordination, dependable staffing, and high-quality communication.

We are seeking a dedicated professional who is organized, responsive, detail-oriented, and committed to delivering an exceptional client experience through operational excellence.

Equal Employment Opportunity

Vitale Nursing, Inc. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, national origin, ancestry, age, disability, medical condition, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

Vitale Nursing, Inc. will provide reasonable accommodations to qualified applicants and employees with disabilities, unless doing so would create an undue hardship.

Fair Chance Hiring Statement

Qualified applicants with criminal histories will be considered in a manner consistent with applicable federal, state, and local law, including the California Fair Chance Act.

At-Will Employment Statement

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employment with Vitale Nursing, Inc. is at-will, meaning either the employee or the company may end the employment relationship at any time, with or without cause or notice, subject to applicable law.