The posting
We're Hiring
Client Intake & Care Support Coordinator
The person who makes sure no family in need waits by the phone, so the owner can stay focused on care, not paperwork.
About the Role
Seamless Assist is hiring a Client Intake & Care Support Coordinator for a locally owned home care agency that connects families with trained, background-checked caregivers for personal care, companionship, and support for elderly, disabled, or post-surgical clients. This role reports to the agency's Owner.
Why This Role Exists
The agency runs on a hands-on, owner-led model: the Owner works directly with clients and caregivers, supported by a dedicated team member who manages caregiver scheduling and support. That closeness is a real strength for families, but it also means the Owner is managing sales, marketing, vendor relationships, and client communication on top of finding and placing caregivers for families who often need help fast.
Referrals come in through two distinct channels: paid leads, which arrive less frequently but need a fast, high-touch response, and a referral partner program, which runs on its own required outreach timeframe. Right now, the Owner is too buried in day-to-day admin to run consistent follow-up across both channels, so leads risk slipping through simply from lack of time to chase them properly. This role exists to close that gap: someone who owns the inbox and lead follow-up end to end across both referral sources, moves each client through the process, and frees the Owner to step in personally only where she's needed most.
What You'll Actually Be Doing
Manage the inbox
The shared inbox is often the first place a referral or client question shows up, and it needs a fast, attentive eye.
- Review and triage the inbox continuously, making sure nothing sits unanswered.
- Flag anything time-sensitive or outside your judgment call directly to the Owner.
Own lead response and follow-up across two referral channels
Paid leads and partner program referrals each come with their own required outreach timeframe, and both need to be worked in parallel without either one slipping.
- Make first contact with new referrals within each channel's required response window. Paid leads and partner referrals run on different clocks, and both matter.
- Run a structured multi-touch follow-up cadence (call, text, and email) so no lead goes cold from lack of follow-up, regardless of source.
- Move each client through the sign-up process yourself wherever possible; you don't need the Owner on a call to get someone signed up.
Coordinate scheduling: calls first, visits only when needed
The Owner doesn't visit every client. Visits are reserved for private-pay (paid lead) clients only, and only when a visit is truly necessary to get someone signed up.
- Book qualified paid leads into the Owner's call time first; only escalate to an in-home visit for private-pay clients when a call alone won't close it.
- Partner program clients are handled through your follow-up and process work; visits don't apply to this channel.
- Manage rescheduling requests for calls and any necessary visits, keeping the Owner's calendar accurate and up to date.
- Once a client is ready to move forward, loop the Owner in so she can take it from there.
Support invoicing for partner program referrals
The Owner handles franchise reporting herself, so this role's admin scope is narrower and specific: invoicing support applies only to partner program clients, not private-pay clients.
- Prepare and track invoicing for partner program referrals specifically.
- Keep records organized so the Owner always knows the status of open items without having to ask.
Who Will Succeed in This Role
This role sits inside a close-knit, high-trust home care operation where families are often making one of the hardest decisions of their lives. You'll need genuine warmth on the phone, the discipline to run two parallel follow-up cadences without letting anything slip, and the judgment to know which calls are yours to close and which belong to the Owner.
- You are warm and unhurried on the phone, even when you're juggling multiple referral sources and follow-ups at once.
- You have a background in healthcare, caregiving, or medical administration; geriatric or cardiology-adjacent experience is a genuine plus.
- You are fluent in both Spanish and English, written and spoken. The client base spans both.
- You are comfortable owning a process end to end, moving a client from first contact to signed up, rather than just flagging things for someone else to close.
- You understand the sensitivity of working with families making care decisions for aging or disabled loved ones, and you bring empathy to every conversation.
Experience & Skills
- Required: 2+ years in a healthcare-adjacent, caregiving, or medical administration role; geriatric or cardiology-related experience preferred.
- Required: Bilingual, Spanish and English, both written and spoken.
- Required: Strong written and verbal communication in English; will be assessed at screening.
- Required: Comfortable operating without AI tools in day-to-day work. Per the agency's franchise and HIPAA requirements, this role does not use AI in any client- or health-related task.
- Required: Able to work Eastern Time business hours, with strong availability during peak lead hours (late morning through early evening).
- Preferred: Prior experience with lead follow-up or intake coordination, ideally in home care, healthcare, or a related service business.
- Preferred: Comfort handling invoicing and light recurring paperwork.
What Success Looks Like at 90 Days
- Every inbound referral, whether a paid lead or a partner program referral, gets first contact within its required timeframe, not whenever there's time.
- A consistent multi-touch follow-up cadence is running across both channels in parallel, with nothing falling through the cracks.
- Clients are moving through the sign-up process without needing the Owner on every call; she's looped in at the right moment, not every moment.
- The Owner's calendar has protected, reliable time blocks for the calls and occasional necessary visits that only she should be doing.
- Partner program invoicing is accurate and on schedule, without the Owner having to chase it down.
- The Owner can point to real hours she's gotten back each week, time she's now spending on sales, marketing, and growing the agency.
How to Apply
If this sounds like you, we'd love to hear from you. Apply today and tell us about your experience with client-facing, detail-heavy coordination work.
