Homecare Operations Specialist (Scheduler)

Overview:SmartScale360 is seeking a Home Care Workforce Operations Specialist (Scheduler) — a highly organized, analytical, and resourceful professional responsible for overseeing caregiver scheduling, real-time workforce monitoring, and overall service coverage for our U.S.-based home care partners.This role bridges the gap between caregiver scheduling, workforce forecasting, and real-time operations, ensuring clients receive uninterrupted, high-quality care. The ideal candidate thrives in a fast-paced environment, excels in coordination, and possesses strong analytical and communication skills.Key Responsibilities:Manage and maintain caregiver schedules across multiple clients and locations, ensuring optimal coverage and continuity of care.Monitor real-time attendance and adherence, addressing last-minute call-offs, tardiness, or scheduling gaps promptly.Forecast staffing requirements based on client census, caregiver availability, and anticipated workload.Adjust schedules intraday to meet client needs, emergencies, or sudden demand surges.Coordinate replacements and shift swaps, communicating updates efficiently with caregivers, clients, and supervisors.Maintain accurate and up-to-date information in scheduling platforms (WellSky, AxisCare, ClearCare, or similar).Generate daily and weekly reports on attendance, staffing utilization, and schedule compliance.Collaborate with Operations, Recruitment, and HR to align workforce availability with upcoming needs.Analyze scheduling trends and performance data to improve workforce efficiency and reduce coverage gaps.Participate in process improvement projects, contributing insights from real-time and historical data analysis.Core Skillsets & CompetenciesScheduling & CoordinationAdvanced ability to balance multiple caregiver schedules while ensuring service coverage.Expertise in intraday management and responding proactively to call-outs and emergencies.Strong organizational skills for handling complex, high-volume scheduling environments.Analytical & Technical SkillsProficiency in scheduling systems (e.g., WellSky, AxisCare, ClearCare) and WFM tools (e.g., NICE, Verint, Genesys).Strong Excel and reporting skills — able to build dashboards, analyze data trends, and forecast needs.Real-time monitoring and data-driven decision-making to maintain performance and service levels.Communication & Stakeholder ManagementExceptional verbal and written communication, with the ability to coordinate across departments and time zones.Client and caregiver engagement — professional, empathetic, and solution-oriented communication style.Skilled at negotiating shift coverage and balancing caregiver preferences with client priorities.Behavioral & Work EthicProactive and adaptable, anticipating workforce challenges before they escalate.Calm under pressure, maintaining accuracy and composure during high-demand periods.Strong critical-thinking and problem-solving capabilities in fast-paced envionments.Detail-oriented with a commitment to consistency, accuracy, and compliance.Qualifications:Bachelor’s degree in Business, Operations, Healthcare Administration, or related field (preferred).3+ years of experience in Scheduling, Workforce Management, or Real-Time Analysis — preferably in Home Care, Healthcare, BPO, or Staffing.Experience with scheduling or WFM tools and workforce analytics.Strong English communication skills, both written and verbal.Experience working in a remote or offshore setup is a plus.Ideal Candidate Backgrounds:This role is ideal for candidates from:Home Care or Healthcare Operations – experienced in caregiver scheduling, staffing coordination, or client coverage.BPO Workforce Management / Real-Time Analysis – experienced in managing queues, adherence, and intraday adjustments.Administrative or Scheduling Roles in industries like healthcare, logistics, or customer support.HR or Operations Coordinators familiar with staffing alignment, attendance monitoring, and reporting.Work Schedule & Benefits📌 Location: Remote (Philippines-based applicants only).📌 Salary: PHP 35,000.00 (based on experience and skills) + Performance-Based Bonuses!📌 Supportive & Collaborative Work Environment📌 Opportunities for Career Growth🚀 Join our team and play a key role in ensuring seamless caregiver scheduling and exceptional patient care!📌 Learn more about us at www.smartscale360.com📌 Follow Us on LinkedIn for Career Updates! (https://www.linkedin.com/company/smartscale360careers)Why Join SmartScale360?At SmartScale360, precision, empathy, and performance define our service. As a Home Care Workforce Operations Specialist, you’ll play a pivotal role in ensuring clients receive uninterrupted care while supporting caregivers with clear, efficient scheduling — driving both operational success and compassionate service delivery.