Description

We are seeking a highly organized and detail-oriented Service Coordinator to oversee daily operations and serve as the primary liaison between clients and service providers. This vital role is responsible for coordinating schedules, monitoring service delivery, and ensuring that high-quality, client-centered care is consistently maintained.

The Service Coordinator will manage and support a multidisciplinary team—including Certified Nursing Assistants (CNAs), Drivers, and Day Habilitation Specialists—to ensure efficient and effective service delivery. Additionally, this position oversees the Day Habilitation Program and all related care services, ensuring compliance with regulatory standards and alignment with individual client needs.

Key responsibilities include supervising Care Assistance staff, conducting initial and annual performance reviews, and completing supervisory visits in accordance with agency policies and applicable regulations. The Service Coordinator plays an essential role in upholding the agency’s mission: to provide quality, compassionate services that empower clients to remain in their homes and communities, living with dignity and independence for as long as possible.

Job Responsibilities

Service Coordination & Client Support

• Coordinate and schedule services with clients and providers to ensure timely and effective care delivery.
• Serve as the primary point of contact for Day Habilitation clients, caregivers, and staff.
• Communicate clearly and compassionately with clients to address inquiries, concerns, and service updates.
• Provide information to potential clients, conduct case screenings, and facilitate case intake.
• Attend Life Plan and team meetings to provide input on client progress and support needs.
• Ensure Staff Action Plans reflect clients’ interests, strengths, and goals, supporting integration, independence, and productivity.
  
  

Team Management & Supervision

• Manage and support CNAs, drivers, and Day Habilitation Specialists to promote high performance and team collaboration.
• Conduct supervisory visits, initial and annual performance reviews for Care Assistance staff in compliance with regulatory guidelines.
• Coordinate staffing needs with the Scheduling and Human Resources departments.
  
  

Administrative & Office Operations

• Greet clients, visitors, and vendors warmly and professionally upon entry to the facility.
• Answer and respond to telephone inquiries in a timely, courteous manner.
• Schedule appointments and maintain accurate calendars for clients and staff.
• Maintain a clean and organized workspace while practicing cost-effective use of supplies and equipment.
  
  

Documentation & Records Management

• Maintain accurate, up-to-date records and documentation for all services provided.
• Gather and verify client demographic and insurance information and enter into EMR (Electronic Medical Records) system.
• Verify PARs (Prior Authorizations) and insurance eligibility before appointments and ensure all documentation is complete.
• Prepare insurance claims and run reports to ensure accurate and timely billing.
• Collect and record charges and payments in EMR, and allocate balances to insurance as necessary.
• Print and prepare client forms and documentation needed for visits.
• Maintain full documentation of each client's care plan, progress, and service delivery.
  
  

Process Improvement & Collaboration

• Collaborate with internal teams to resolve issues and enhance service delivery processes.
• Monitor overall service quality and ensure compliance with agency policies and industry standards.
• Continuously demonstrate commitment to the agency’s mission of supporting clients in maintaining independence and dignity in their homes and communities.
  
  

Additional Responsibilities

• Perform other duties as assigned by the manager to support departmental and organizational goals.
  
  

Requirements

• Bachelor’s degree or higher in healthcare administration, psychology, social work, or a related field
• Proven experience in office management or administrative leadership (3+ years preferred)
• Ability to manage multiple priorities in a fast-paced environment
• Prior experience supervising staff or managing office operations
• Familiarity with office equipment and systems (printers, phones, scheduling tools)
• Ability to maintain confidentiality and handle sensitive information
• Strong leadership, organizational, interpersonal, and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office systems
• Ability to multitask and prioritize in a fast-paced environment
• Problem-solving and decision-making abilities
• Strong interpersonal and leadership skills
• Attention to detail and accuracy in handling records and documentation
• Familiarity with HR policies, scheduling software, and compliance documentation is a plus
  
  

Benefits And Wages

• Pay: Starting Salary $47,000 annually
• Expected hours: 32 – 40 per week
• Full medical, dental, and vision coverage
• Retirement plans including 403(b) matching
• Paid time off (to include vacation, sick time, and holiday)
• Employer-paid life and disability insurance with additional buy-up coverage options
• Tuition and continuing education reimbursement