Office Coordinator

Benefits

• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Office Coordinator – Bilingual (English & French)

Assisting Hands Home Care Ottawa | Ottawa, Ontario

Employment Type: Full-Time, Permanent

Location: Ottawa, Ontario

Industry: Home Care / Healthcare / Community Services

Annual Salary: $43,680–$51,870 CAD (equivalent to $24.00–$28.50 per hour, based on 35 hours per week)

Anticipated Start Date: February 1, 2027

Application Deadline: November 30, 2026

Work Schedule: 35 hours per week, with flexibility for occasional evenings and weekends

Language Requirement: Bilingual – English and French (Mandatory)

Reporting To: Director of Operations

Probationary Period: Three Months

About Assisting Hands Home Care Ottawa

At Assisting Hands Home Care Ottawa , we believe everyone deserves compassionate, dependable, and personalized care that enables them to live with dignity, independence, and confidence.

We provide non-medical home care services to seniors, individuals living with disabilities, and families requiring additional support in their homes and communities.

Our services include personal care, companionship, respite care, dementia support, meal preparation, light housekeeping, mobility assistance, and accompaniment to appointments and community activities.

As our organization continues to grow, we are looking for an experienced, resourceful, and compassionate Office Coordinator who can help strengthen our operations, support our caregivers, and ensure a positive experience for the clients and families we serve.

If you enjoy solving problems, coordinating people, working in a fast-paced healthcare environment, and making a meaningful difference in your community, we would love to hear from you.

About the Role

The Office Coordinator plays an important role in ensuring the smooth operation of our home care services.

This is a hands-on, cross-functional position combining caregiver scheduling, office administration, client coordination, employee support, community engagement, and occasional direct caregiving.

You will serve as a central point of communication between caregivers, clients, families, and management.

A key responsibility of this position is ensuring continuity of care by proactively addressing scheduling changes, caregiver absences, and unexpected staffing challenges.

Because uninterrupted care is essential to our clients, the successful candidate must also be willing and qualified to provide direct caregiving support when a scheduled caregiver becomes unavailable and no suitable replacement can be secured.

This position is ideal for someone with experience in healthcare coordination or home care operations who enjoys both administrative responsibilities and meaningful, hands-on client support.

Key Responsibilities

• Caregiver Scheduling and Coordination
• Develop, coordinate, and maintain accurate caregiver and client schedules.
• Match caregivers with clients based on care requirements, qualifications, availability, location, language preferences, and continuity of care.
• Monitor daily and weekly schedules to identify staffing gaps and potential conflicts.
• Respond promptly to caregiver absences, cancellations, and last-minute scheduling changes.
• Coordinate replacement caregivers to minimize disruptions to client services.
• Communicate schedule changes clearly and promptly to caregivers, clients, families, and management.
• Track caregiver availability, vacation requests, and other scheduling updates.
• Maintain accurate records in the organization's care management and scheduling systems.
• Escalate unresolved staffing or client-care concerns to management.
• Emergency Caregiver Coverage and Continuity of Care

As part of this cross-functional role, the Office Coordinator must be prepared to provide direct caregiving support when operational needs require it.

Responsibilities include

• Respond to urgent caregiver call-ins, no-shows, and unexpected cancellations.
• Explore available staffing alternatives and coordinate appropriate replacement coverage.
• Personally cover a scheduled caregiving shift when reasonable efforts to secure a qualified replacement have been unsuccessful , provided the assignment is within your training, qualifications, and authorized scope of duties.
• Provide non-medical care services, which may include:
• Personal care and assistance with daily living activities.
• Companionship and social engagement.
• Meal preparation and light housekeeping.
• Mobility assistance and support with established daily routines.
• Other authorized services outlined in the client's care plan.
• Follow established care plans, organizational policies, and safety procedures.
• Document care provided and communicate relevant observations or concerns.
• Notify management of emergency coverage arrangements and any resulting changes to office responsibilities.

Important: The successful candidate must have the practical caregiving skills and appropriate training to safely provide assigned care. Employees will not be required to perform duties outside their qualifications, competencies, or authorized scope of practice. Where care cannot be provided safely, the matter must be escalated to management.

• Office Administration and Daily Operations
• Coordinate daily administrative and operational activities.
• Respond professionally to phone calls, emails, and inquiries.
• Maintain accurate and confidential client and employee records.
• Prepare correspondence, reports, schedules, and administrative documents.
• Support timesheet verification, attendance tracking, and service documentation.
• Assist with invoicing and administrative follow-up as assigned.
• Maintain organized electronic and physical records.
• Monitor administrative deadlines and ensure timely completion of assigned tasks.
• Support management with operational reporting and special projects.
• Maintain compliance with company policies and applicable privacy requirements.
• Caregiver Recruitment and Employee Support
• Assist with recruitment, interview scheduling, onboarding, and employee orientation.
• Track employee documentation, certifications, training, and compliance requirements.
• Support clear communication between management and caregivers.
• Respond to routine employee inquiries and escalate sensitive matters appropriately.
• Assist with employee engagement, recognition, and training initiatives.
• Promote a respectful, collaborative, and supportive work environment.
• Client and Family Coordination
• Serve as a professional and compassionate point of contact for clients and families.
• Coordinate new client service arrangements and scheduling requirements.
• Communicate caregiver assignments and service changes promptly.
• Follow up on routine client feedback, concerns, and service inquiries.
• Work collaboratively with management to support client satisfaction and continuity of care.
• Maintain positive relationships with clients, families, and community partners.
• Community Engagement and Business Support
• Represent Assisting Hands Home Care Ottawa at community events, networking activities, health fairs, and recruitment events.
• Assist with planning and coordinating community outreach initiatives.
• Support relationships with healthcare professionals, community organizations, and referral partners.
• Participate in occasional evening or weekend events.
• Assist with projects that support service quality, organizational development, and community engagement.

Required Qualifications

Education and Experience

• Recognized college diploma, university degree, or equivalent combination of education and relevant professional experience.
• Previous professional experience in the healthcare sector is mandatory.
• Experience in healthcare scheduling, office coordination, administration, or operations.
• Practical caregiving experience, with the ability to safely provide assigned non-medical home care services.
• Willingness and ability to provide direct caregiver coverage when required.
• Demonstrated experience managing multiple priorities in a fast-paced environment.

Language Requirements

• Fluency in both English and French is mandatory.
• Strong verbal and written communication skills in both languages.
• Ability to communicate professionally with clients, families, caregivers, and community partners.

Driving Requirements

• Valid driver's license.
• Reliable access to a vehicle for work-related travel.
• Ability and willingness to travel locally for client visits, emergency caregiving assignments, and community events.

Technical and Administrative Skills

• Strong computer skills, including Microsoft Office applications.
• Ability to learn electronic scheduling, care management, and workforce management systems.
• Excellent documentation and record-management skills.
• Strong organizational, time-management, and multitasking abilities.
• Ability to handle confidential information with discretion and professionalism.

Preferred Qualifications

The following qualifications would be considered assets

• Personal Support Worker (PSW) certification or another relevant healthcare or caregiving qualification.
• Experience coordinating PSWs, caregivers, healthcare aides, or other healthcare professionals.
• Previous experience in home care, retirement living, community healthcare, or healthcare staffing.
• Experience managing urgent staffing shortages and coordinating replacement coverage.
• Familiarity with Ontario's home care and community healthcare environment.
• Experience with electronic care management or healthcare scheduling software.
• Experience supporting recruitment, onboarding, and employee training.
• Knowledge of healthcare documentation, confidentiality, and privacy requirements.
• Experience participating in community outreach or healthcare-related events.

What We're Looking For

We are looking for someone who is more than an administrator.

Our ideal candidate is

• Compassionate: Genuinely cares about the well-being of clients and caregivers.
• Proactive: Anticipates challenges and takes initiative to resolve them.
• Highly organized: Manages competing priorities without losing attention to detail.
• Dependable: Understands the importance of reliability in home care.
• Adaptable: Can move comfortably between administrative responsibilities and hands-on care.
• Solutions-oriented: Remains calm and resourceful when unexpected situations arise.
• An excellent communicator: Builds trust through respectful, timely, and professional communication.
• A team player: Willing to step in and support colleagues when needed.
• Accountable: Takes ownership of responsibilities and follows through on commitments.
• Client-centered: Respects each client's dignity, independence, preferences, and individual needs.

Salary and Working Conditions

Annual Salary: $43,680–$51,870 CAD

This salary range is equivalent to $22.00–$26.00 per hour , based on a standard 35-hour workweek (1,820 hours annually).

The starting salary within this range will be determined based on the successful candidate's relevant experience, qualifications, and demonstrated competencies.

Working conditions include

• Full-time, permanent employment.
• Standard workweek of 35 hours .
• Primarily office-based, with occasional work at client locations.
• Flexibility for occasional evenings and weekends based on operational needs.
• Local travel may be required for caregiving coverage, client coordination, and community events.
• The role requires the ability to manage time-sensitive situations and changing priorities.
• All hours of work, overtime, rest periods, and employment entitlements will be administered in accordance with applicable Ontario employment standards and company policies.

Probationary Period

The successful candidate will complete a three-month probationary and performance assessment period beginning on the employment start date.

During this period, the organization will provide orientation, guidance, and feedback while evaluating performance in the following areas:

• Scheduling accuracy and caregiver coordination.
• Ability to manage staffing changes and continuity-of-care requirements.