Coordinator Support

Essential Services LLC•McMinnville, OR

just now•Onsite

About The Position

The Coordinator Support role helps keep the Service Coordinating Department running efficiently by supporting scheduling, communication, training coordination, documentation, and day-to-day administrative needs. This is a full-time, in-office position, Monday through Friday from 9:00 AM to 5:00 PM. As a Coordinator Support, you will provide administrative and operational support to the Service Coordinating Department. You will assist with scheduling and shift coverage, communicate with DSPs, coordinate trainings, maintain accurate records, track follow-ups, and help ensure day-to-day tasks are completed efficiently. This role requires someone who is organized, responsive, and comfortable communicating with people throughout the day. You should be able to work with a sense of urgency, manage competing priorities, and adapt quickly when needs change. Your support will help Service Coordinators stay organized and ensure important scheduling, administrative, and follow-up needs are handled consistently.

Requirements

Must be at least 21 years of age
Strong verbal and written communication skills
Strong organizational skills with the ability to manage multiple tasks and follow-ups
Ability to work efficiently and adapt to changing priorities
Strong attention to detail and accuracy
Comfortable communicating by phone and following up with staff
Comfortable learning and working across multiple software systems
Ability to handle confidential information professionally
Must meet required DHS background check requirements

Nice To Haves

Experience in scheduling, staffing, office administration, sales, customer service, or a similar role
Experience coordinating schedules or filling open shifts
Experience working in a fast-paced office environment
Experience with scheduling, HR, CRM, or task-management software
Experience managing records, documentation, or data entry

Responsibilities

Assist with filling open and vacant DSP shifts
Contact DSPs regarding availability and shift opportunities
Follow up on coverage needs and communicate schedule changes
Update and maintain accurate scheduling information in Aaniie
Support Service Coordinators with schedule confirmations and changes
Provide day-to-day administrative support to Service Coordinators
Assist with data entry, document preparation, and record maintenance
Maintain organized and accurate client and DSP information
Enter and update information in systems such as Monday.com and Paylocity
Respond to and route incoming calls, messages, and department inquiries
Schedule PBSP and Nursing Delegation trainings for DSPs
Communicate training dates, requirements, and updates
Track required trainings and completion status
Report completed training hours to the Training Supervisor for DSP compensation
Assist with scheduling and tracking quarterly client check-ins
Follow up with clients and DSPs regarding outstanding needs or requests
Track service updates and action items
Communicate concerns or service gaps to the appropriate Service Coordinator
Track departmental tasks, deadlines, and follow-ups
Follow up on outstanding action items to support timely completion
Help Service Coordinators manage changing priorities and time-sensitive needs
Maintain clear communication to ensure important information does not get missed
Maintain professional communication with DSPs, clients, Service Coordinators, and internal teams
Coordinate with Human Resources, Referrals, Payroll, Training, and leadership as needed
Provide timely updates regarding scheduling, training, and outstanding tasks
Maintain confidentiality when handling client and employee information