Homecare Scheduler (US-based Homecare Provider)

Job Type: Full-time
Work Schedule: Monday – Friday, 9:00 AM – 5:00 PM Eastern Time (ET)
Work Arrangement: Fully remote

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

The Partner Company:

The Company is the leading provider of non-medical home care, offering compassionate and high-quality assistance to individuals who wish to age in place—whether in their own homes, communities, or other settings. Serving Montgomery County, MD, and parts of Prince George’s County, MD, our Certified Nursing Assistants (CNAs) deliver essential care, helping clients with Activities of Daily Living (ADLs). Our team is committed to dignity, independence, and enhancing the quality of life for those we serve.

Role Overview:

Homecare Scheduler ensures seamless client care by efficiently managing and coordinating caregiver schedules to match each individual client’s needs. This role serves as a vital link between clients, caregivers, and the agency, maintaining strong communication and resolving scheduling conflicts promptly. The scheduler enhances client satisfaction and operational efficiency in delivering consistent, high-quality home care services.

Key Responsibilities:

Scheduling (70%)

• Coordinate caregiver assignments to meet client needs, preferences, and care plans while planning ahead for staffing gaps due to planned leaves or availability changes.
• Ensure proper matching of caregivers to clients based on skills, experience, and compatibility, identifying and addressing staffing shortages in coordination with HR or recruitment.
• Monitor and adjust schedules to accommodate emergencies, last-minute absences, or changes, responding to unexpected situations such as caregiver no-shows or urgent client needs.
• Communicate schedule changes promptly to caregivers and clients and independently offer bonuses or incentives for hard-to-fill assignments.
• Act as the primary point of contact for caregivers regarding availability, assignments, and concerns while assisting with policy updates and ensuring compliance with scheduling procedures.
• Address client inquiries and concerns relating to scheduling while supporting new client onboarding by integrating them into the scheduling system.
• Maintain accurate records in scheduling software, tracking caregiver availability and preferences, and ensuring backup schedule reports are securely saved for contingency access.
• Resolve scheduling conflicts and caregiver disputes in a timely manner.
  

Bookkeeping (30%)

• Maintain accurate financial records in QuickBooks and other systems while auditing and reconciling financial reports for accuracy.
• Manage accounts payable, ensure timely vendor payments, and verify caregiver shifts, timesheets, and service codes for accurate billing and payroll.
• Process employee payroll while cross-checking pay rates and bill rates to align with contractual agreements.
• Ensure timely invoicing and collection of payments from clients.

Week 1 – Immediate Tasks & Onboarding:

• Get onboarded to company processes, scheduling software, and caregiver-client matching protocols.
• Shadow senior team members to understand workflow and client expectations.
• Begin managing lower-risk scheduling assignments under supervision.
• Develop familiarity with caregiver profiles, availability, and specific client care needs.
• Attend daily scheduling meetings and start contributing to coverage solutions.

Must-Haves:

• 1-2 years of experience in scheduling, client relations, or administrative roles, preferably in homecare or healthcare.
• Experience using scheduling software and ability to manage 75 clients and 300 hours of schedules.
• Bookkeeping experience, including QuickBooks and P&L preparation.
• Strong time management and communication skills.
  

Nice-to-Haves:

• Prior experience in homecare, healthcare, or senior care.
• Familiarity with HIPAA compliance and caregiver credentialing.

Compensation Package:

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Top-grading Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl