Client Support Coordinator

NURSE GALINA’S CAREGIVING of NJ: CLIENT SUPPORT COORDINATOR JOB

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Job Description: Client Support Coordinator (CSC)

Reports To: Integrated Care Nurse Navigator, Client Success Specialist, Nurse Manager, and

CEO

Works Alongside: Scheduling Team, HR Team, Client Experience Specialist, Field Staff

Location: Office-based, with limited remote or after-hours coordination as assigned

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Position Summary

The Client Support Coordinator (CSC) is the front-line anchor of Nurse Galina’s Caregiving

of New Jersey (NGCNJ).

This person ensures that the office runs smoothly, communications stay clear, and every

visitor, family member, or caregiver is greeted with warmth and professionalism.

In addition to keeping daily operations organized and efficient, the CSC provides light HR and

operational support and serves as the after-hours coordinator one week each month —

helping ensure continuity of care, staff coverage, and prompt response to urgent calls.

This position is ideal for someone who is highly organized, dependable, calm under pressure,

and passionate about helping people.

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Primary Responsibilities

1. Office Operations & Front Desk Coordination (Core Function)

 Open and close the office daily as assigned, ensuring a professional, welcoming, and

orderly environment.

 Answer and route phone calls promptly with warmth and accuracy.

 Greet all visitors, caregivers, and clients with courtesy and professionalism.

 Maintain daily office flow — oversee supplies, equipment, mail, and general cleanliness.

 Manage incoming calls, messages, and emails, ensuring timely follow-up by the

appropriate staff member.

 Support leadership in scheduling interviews, meetings, and orientations.

 Maintain office calendars, contact lists, and administrative records.

 Prepare new client and caregiver folders, packets, and forms for leadership.

2. HR & Operations Support

NURSE GALINA’S CAREGIVING of NJ: CLIENT SUPPORT COORDINATOR JOB

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 Assist HR with onboarding tasks such as scheduling interviews, collecting forms, and

maintaining personnel files.

 Track expiration dates for caregiver credentials, background checks, and certifications.

 Support payroll preparation by verifying time sheets and attendance logs.

 Help prepare employee recognition items and Caring Together, Growing Together

program materials

 Help to report and confirm schedules

 Serve as an emergency companion in the field

 Maintain confidentiality of employee and client information at all times.

 Support the coordination of caregiver orientation and training sessions.

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3. After-Hours Coordination (Rotating One Week Per Month)

 Serve as the after-hours coordinator one week each month.

 Weekdays: 5:00 PM – 8:30 AM

 Weekends: 24-hour coverage Saturday & Sunday

 Answer incoming calls and respond to client or caregiver emergencies with calm

professionalism.

 Notify leadership and appropriate staff of any incidents or schedule changes.

 Log all after-hours activities and communications accurately for review on the next

business day.

 Coordinate last-minute staffing or care schedule adjustments as directed.

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4. Daily & Weekly Activities

 Maintain an organized and fully stocked office (forms, supplies, brochures, PPE, etc.).

 Review phone logs, emails and voicemails each morning to ensure no calls are missed.

 Check the communication board and update postings for staff awareness.

 Prepare weekly reports of office activity, calls, and HR support actions.

 Provide administrative assistance for client intakes, updates, or documentation requests.

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5. Key Performance Indicators (KPIs)

NURSE GALINA’S CAREGIVING of NJ: CLIENT SUPPORT COORDINATOR JOB

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Domain Key Metric Target

Office Readiness Office opened, stocked, and operational by 9:00

AM 100%

Communication Phone calls answered or returned within 5 minutes 100%

HR Support Employee records updated and accurate 100%

After-Hours

Coordination Calls documented and resolved 100%

Positive

6. Qualifications

Experience:

 Minimum 2 years in office administration, receptionist, or client service role (healthcare

or home care preferred).

 Experience handling phones, multitasking, and managing office systems.

Skills:

 Excellent organizational and communication skills.

 Proficiency with Microsoft Office and scheduling software (AxisCare or similar

preferred).

 Professional phone etiquette and strong written communication.

 Calm demeanor, strong follow-through, and attention to detail.

Requirements:

 Ability to work rotating after-hours weeks.

 Must pass background check and drug screening.

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7. Core Values: ICARE

NURSE GALINA’S CAREGIVING of NJ: CLIENT SUPPORT COORDINATOR JOB

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Every action at Nurse Galina’s Caregiving is guided by ICARE:

 I – Integrity & Innovation: Honesty and continuous improvement.

 C – Compassion & Competence: Deep care paired with mastery of skills.

 A – Accountability & Advocacy: Ownership and standing up for clients and team.

 R – Respect & Reliability: Dignity and dependability.

 E – Excellence & Engagement: Pursuing top-tier outcomes through teamwork.

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The Value of Your Role

As the Client Support Coordinator, you are the heartbeat of the agency.

Your calm creates safety, your organization creates stability, and your kindness creates loyalty

Every call you answer and every visitor you greet is part of someone’s peace of mind — and you

make that possible.

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Physical Requirements

 Ability to sit or stand for extended periods.

 Manual dexterity for frequent computer use.

 Light lifting (up to 25 pounds).

 OSHA Category 2 (limited exposure to clinical settings).