Lead Scheduling Coordinator

About the Role

Amada Senior Care – Orange County is seeking an experienced Lead Scheduling Coordinator to take ownership of our scheduling operations and help drive excellence across our care delivery team. This is not an entry-level coordination role — it is a leadership position responsible for the performance of the scheduling function, the development of scheduling staff, and the ultimate accountability for ensuring every client receives uninterrupted, high-quality care. Reporting directly to the Directors of Amada Senior Care, the Lead Scheduling Coordinator sets the standard for urgency, professionalism, and compassionate service within the office.

Key Responsibilities

• Own end-to-end scheduling operations, ensuring all client shifts are filled accurately, on time, and with the right caregiver
• Serve as the primary escalation point for complex scheduling conflicts, last-minute coverage needs, and caregiver performance concerns
• Lead, mentor, and support scheduling coordinators — setting clear expectations, modeling best practices, and fostering a high-performing team culture
• Proactively manage caregiver availability and engagement to maintain strong fill rates and reduce scheduling gaps
• Build and sustain trust-based relationships with clients, families, and caregivers to support satisfaction, retention, and continuity of care
• Establish and track measurable scheduling goals on a daily, weekly, and monthly basis and report outcomes to leadership
• Maintain accurate, timely documentation of client incidents, complaints, caregiver attendance, and communications in AxisCare
• Identify inefficiencies in scheduling workflows and recommend process improvements to leadership
• Manage and maintain the On-Call schedule and provide After-Hours support per the On-Call Agreement
• Champion Amada's mission, core values, and service standards in every caregiver, client, and team interaction

• High school diploma required; associate or bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred
• Minimum 2–3 years of experience in home care, home health, or staffing coordination, with at least 1 year in a lead, senior, or supervisory scheduling capacity. Medical experience is a plus. 
• Demonstrated ability to oversee and guide a scheduling team, including setting expectations, providing direction, and stepping in to resolve escalated scheduling conflicts
• Proficiency in scheduling and EMR platforms (experience with AxisCare or similar systems strongly preferred); advanced working knowledge of Microsoft Office Suite
• Proven ability to own scheduling operations end-to-end — including shift coverage, caregiver placement, and On-Call rotation — with minimal oversight from leadership
• Strong track record of improving scheduling outcomes such as fill rates, shift consistency, and caregiver retention through proactive relationship management
• Exceptional written and verbal communication skills with the ability to confidently communicate expectations to caregivers and handle sensitive client or family concerns with professionalism and empathy
• Ability to identify process gaps and contribute to team-wide improvements in scheduling workflows, communication standards, and coverage strategies
• Valid California driver's license with a clean record and dependable, insured personal vehicle
• Professional demeanor and the ability to represent Amada Senior Care with integrity in all caregiver, client, and interdepartmental interactions
• Physical ability to perform job-related tasks including lifting, bending, and squatting as needed
• Strong people-first leadership philosophy grounded in urgency, accountability, and compassion
• Availability and willingness to participate in On-Call / After-Hours rotation per the On-Call Agreement

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