Home Care Operations Virtual Assistant

This is a remote position.

Job Description

SallySupport is looking for a highly organised, proactive, and compassionate Home Care Operations Virtual Assistant to support a growing U.S.-based home care organisation.

This role involves supporting daily scheduling operations, caregiver coordination, client communication, compliance tracking, and administrative processes.

Key Responsibilities:

• Monitor daily and upcoming caregiver schedules for gaps, conflicts, and potential issues.
• Maintain accurate caregiver availability and scheduling information in AxisCare.
• Monitor missed clock-ins, late arrivals, and scheduling alerts, escalating urgent matters appropriately.
• Assist with caregiver shift confirmations and scheduling coordination.
• Conduct routine caregiver check-ins and follow-ups.
• Communicate with caregivers regarding availability, upcoming shifts, and documentation requirements.
• Assist with coordinating caregiver and client introductions.
• Respond professionally to routine caregiver, client, and family enquiries.
• Maintain accurate caregiver and client documentation.
• Monitor compliance trackers and flag missing or expired documents.
• Support caregiver onboarding and administrative processes.
• Prepare daily and weekly operational updates and reports.
• Maintain organised records, spreadsheets, and internal tracking systems.
• Follow up on outstanding operational tasks to ensure timely completion.
• Support process improvements and additional operational projects as required.

Working Hours: Full-time, remote position aligned with U.S. Pacific Time. Initial working hours will align with core weekday business hours

Requirements

Requirements

• Excellent written and spoken English.
• Strong organisational skills and exceptional attention to detail.
• Previous experience in administration, scheduling, operations support, or customer service.
• Excellent communication and interpersonal skills.
• Confidence communicating professionally via phone, email, and messaging platforms.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong administrative, documentation, and data-entry skills.
• Proactive problem-solving skills and the ability to follow through on tasks.
• Ability to remain calm and professional when handling urgent situations.
• Compassionate and empathetic approach to communicating with caregivers, clients, and families.
• Ability to handle sensitive and confidential information responsibly.
• Proficiency in Microsoft Office, Google Workspace, and online business systems.
• Willingness to learn home care operations, scheduling processes, and compliance requirements.
• Availability to work U.S. Pacific Time business hours, with flexibility as operational needs change.

Preferred Experience:

• Previous experience in home care operations or healthcare administration.
• Experience in caregiver scheduling or workforce coordination.
• Experience supporting U.S.-based businesses remotely.
• Familiarity with AxisCare or similar home care management software.
• Experience in HR administration, caregiver onboarding, or compliance tracking.
• Experience preparing operational reports, spreadsheets, or KPI summaries.