Placement Coordinator

American Healthcare Staffing Association•Astoria, OK

2d•$50,000•Remote

About The Position

The Placement Coordinator plays a critical role in supporting provider placement operations and ensuring seamless execution of supplemental staffing assignments nationwide. This position partners closely with the Relationship Manager (RM) to facilitate successful provider/clinician placements, maintain data accuracy within the Trio system, and support agency and client communications throughout the assignment lifecycle. The Placement Coordinator serves as a central operational contact for agencies and clients, ensuring timely submissions, interview coordination, assignment confirmations, schedule management, and documentation compliance. This role requires strong organizational skills, attention to detail, process ownership, and a customer-service mindset to drive operational efficiency and client satisfaction.

Requirements

Strong customer service orientation and professional communication skills.
Exceptional organizational skills with strong attention to detail.
Ability to manage multiple priorities in a fast-paced environment.
Ability to learn new systems and processes quickly.
Ability to work independently, maintain focus, and meet productivity expectations.
Strong written and verbal communication skills.
Proficiency in Microsoft Office and database/ATS systems.

Nice To Haves

A Bachelor's degree in any field is preferred.
Relevant healthcare staffing or workforce solutions experience.
Experience working with staffing systems such as Trio or similar platforms.
Experience supporting hospital-based supplemental staffing.

Responsibilities

Build, maintain, and update job requisitions within Trio, ensuring all job details are accurate, complete, and current (rate types, certifications/licenses, shift/schedule details, open dates, contact notes, etc.).
Manage the name-clear process to confirm candidate eligibility and prevent duplicate submissions.
Prepare and submit candidate presentations to clients, ensuring accurate rate types and shift types, required certifications and licenses, travel reimbursement details (if applicable), and compliance with all client-specific requirements.
Review and process candidate submissions for open positions.
Serve as a key point of contact for agency partners regarding job openings, submission status, and client feedback.
Conduct follow-ups with agencies and candidates to confirm interview availability, acceptance, and next steps.
Coordinate and schedule interviews between clients and candidates.
Ensure timely communication and follow-up throughout the interview and offer process.
Assist in processing candidate offers and confirming assignment details.
Generate and distribute Assignment Confirmations (Confirmation Letters).
Create initial confirmation letters.
Add, remove, or cancel shifts as needed.
Ensure accurate rate types, pay rates, and shift details.
Send confirmations for required signatures.
Share responsibility for shift management and assignment extensions for supplemental staff.
Assist in building, expanding, or updating schedules, including adding or removing coverage dates.
Track and verify timesheets to ensure accurate billing and payment processing.
Distribute timesheets to appropriate client and agency contacts for signature.
Maintain accurate order entry and candidate records within Trio.
Ensure documentation compliance and data integrity throughout the placement lifecycle.
Monitor open dates, job status updates, and workflow timelines to support productivity goals.
Be client- and vendor-facing in day-to-day placement activities.
Join client and agency partnership calls alongside the RM/PM team as needed.
Support the Relationship Manager by communicating updates, resolving process-related issues, and managing client-related responsibilities in the RM’s absence.
Provide administrative support across the organization as needed to support operational success.