Client Services & Staffing Coordinator

Vitale Nursing Inc•Los Angeles, CA

4h•$30 - $35•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.