Caregiver Recruiter & Workforce Retention Coordinator

Caregiver Recruiter & Workforce Retention Coordinator

Employment Type: Full-Time
Schedule: Monday–Friday, 9:00 AM–6:00 PM U.S. Eastern Time
Location: Remote — Philippines, Dominican Republic, or Jamaica
Department: Talent Acquisition / Workforce Operations
Reports To: Talent Acquisition / Operations Leadership

About Spectra Management

Spectra Management is a talent acquisition and management consulting firm that partners with growing organizations to build high-performing teams.

We are currently recruiting on behalf of a premier, rapidly growing home-care organization dedicated to providing dependable, compassionate, and professional care to individuals and families across the communities they serve. Our client supports a diverse range of care needs, including seniors, individuals requiring personal-care assistance, individuals living with dementia, children and adults with disabilities, private-pay families, and clients requiring high-hour or around-the-clock support.

As the organization continues to grow, we are seeking a Caregiver Recruiter & Workforce Retention Coordinator to build a reliable pipeline of qualified caregivers and help ensure the organization has the workforce capacity needed to support both existing and new clients.

Position Overview

The Caregiver Recruiter & Workforce Retention Coordinator is responsible for managing the caregiver recruiting process from initial sourcing through onboarding, deployment, and retention.

This is a full-cycle, results-oriented recruiting position. The successful candidate will not simply post jobs and wait for applications. You will actively source candidates, respond quickly to applicants, conduct structured screenings and interviews, coordinate credentialing and onboarding, prepare caregivers for deployment, and proactively support retention.

The ultimate goal is to maintain a strong, qualified, and ready-to-work caregiver bench so the organization can confidently accept new business without staffing shortages.

Recruiting & Workforce Pipeline

Sourcing → Application → Contact → Screening → Interview → Qualification → Credentialing → Pre-Employment Requirements → Orientation → Ready-to-Work → Assignment → Retention

Success will be measured by the quality, reliability, readiness, and retention of caregivers, not simply by the number of applications generated.

Key Responsibilities

1. Build and Maintain a Continuous Caregiver Pipeline

• Maintain an active pipeline of qualified caregivers at all times.
• Recruit for Personal Care Aides, Caregivers, CNAs, Companion Caregivers, Dementia Caregivers, Overnight/Weekend Caregivers, High-Hour/Full-Time Caregivers, LPNs, and other positions as needed.
• Anticipate future staffing needs rather than waiting for urgent vacancies.
• Maintain a strong bench of qualified candidates who can be quickly matched to client assignments.

2. Proactive Candidate Sourcing

• Develop and execute sourcing strategies beyond traditional job postings.
• Utilize job boards, applicant databases, employee referrals, community resources, CNA and nursing programs, workforce-development organizations, and social/community networks.
• Re-engage qualified candidates who were previously unavailable due to schedule, location, or assignment fit.
• Continuously identify new sourcing channels when applicant volume or quality declines.

3. Rapid Applicant Engagement

• Review applications promptly and contact qualified candidates within the same business day whenever possible.
• Maintain consistent follow-up throughout the recruiting process.
• Deliver a professional and responsive candidate experience.
• Use multiple communication methods and follow-up touchpoints to maximize candidate conversion.

4. Candidate Screening & Qualification

Conduct structured pre-screening to evaluate:

• Caregiving and healthcare experience.
• Relevant certifications and credentials.
• Availability and preferred working hours.
• Ability to work 8-, 10-, or 12-hour shifts, including overnight and weekend assignments.
• Transportation and commute/travel radius.
• Desired weekly hours.
• Availability for high-hour, dementia, and 24/7 assignments.
• Ability and willingness to complete all required pre-employment processes.

5. Structured Interviewing & Candidate Evaluation

• Conduct professional telephone and video interviews.
• Use behavioral and scenario-based questions to evaluate reliability, compassion, communication, problem-solving, professionalism, and client-service orientation.
• Assess candidates for long-term fit and retention potential.
• Maintain consistent hiring standards and avoid lowering qualification requirements simply to increase hiring volume.

6. Credentialing & Onboarding Coordination

Manage candidates from offer/acceptance through Ready-to-Work status, including coordination of:

• Required credentials and certifications.
• Background checks and applicable screenings.
• CPR/First Aid documentation.
• Required employment documentation.
• Payroll and administrative setup.
• Orientation and onboarding requirements.
• Final readiness for assignment.

Maintain accurate onboarding checklists and ensure no candidate is considered deployment-ready until all required steps have been completed.

7. Maintain a Ready-to-Work Caregiver Bench

Maintain an appropriate reserve of approximately 8–12 fully cleared, oriented, and deployable caregivers, in addition to caregivers already assigned to active cases.

Work closely with Business Development and Scheduling to understand upcoming staffing requirements and ensure the caregiver bench aligns with anticipated client demand.

8. Workforce Planning & Scheduling Support

• Partner with Business Development and Scheduling to assess caregiver availability for new and existing cases.
• Quickly identify candidates capable of covering high-hour, overnight, weekend, dementia, and 24/7 assignments.
• Help accelerate staffing for new client admissions.
• Identify potential staffing gaps before they become service issues.

9. Caregiver Retention & Engagement

Retention begins after hiring. Maintain structured communication with caregivers at key milestones, including:

Day 1 → Day 7 → Day 14 → Day 30 → Day 60 → Day 90

Use these check-ins to:

• Assess assignment and schedule fit.
• Identify concerns or barriers to continued employment.
• Address communication or scheduling issues proactively.
• Identify opportunities to improve caregiver engagement.
• Escalate issues appropriately before they result in turnover.

10. Employee Referral & Re-Engagement Programs

• Maintain an organized employee referral process.
• Track referred candidates from application through hire and retention milestones.
• Re-engage previously qualified applicants when new opportunities become available.
• Maintain accurate records of candidate and referral activity.

11. ATS Management & Recruiting Analytics

• Maintain accurate, real-time candidate statuses in the Applicant Tracking System (ATS).
• Ensure every active candidate has a clear next action.
• Maintain accurate documentation throughout the recruiting process.
• Prepare weekly recruiting and workforce reports.
• Monitor sourcing effectiveness, candidate conversion, onboarding completion, hiring activity, ready-to-work bench size, and retention.

Required Qualifications & Experience

Recruiting Experience

• Proven experience in candidate sourcing, resume screening, telephone/video interviewing, high-volume recruiting, and candidate follow-up.
• Experience managing multiple candidate pipelines simultaneously.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to move candidates efficiently through a multi-step recruiting process.

Communication & Technology

• Excellent spoken and written English.
• Strong professional telephone presence and communication skills.
• Proficiency with Applicant Tracking Systems (ATS).
• Experience using job boards and online sourcing platforms.
• Proficiency with Google Workspace and/or Microsoft Office.
• Comfortable using Zoom and electronic document-management systems.

Preferred Qualifications

The following experience is strongly preferred:

• Home-care or home-health recruiting.
• Healthcare staffing or healthcare recruitment.
• CNA, caregiver, personal-care, nursing, or LPN recruitment.
• Experience recruiting caregivers for U.S.-based organizations.
• Experience supporting caregiver recruitment in Virginia or familiarity with Virginia healthcare staffing requirements.
• Experience with credential verification and pre-employment requirements.
• Experience with caregiver scheduling, staffing coverage, and call-out management.
• Experience implementing caregiver engagement and retention strategies.

Core Competencies Proactive & Persistent

Responds quickly to applicants, follows up consistently, and maintains momentum throughout the recruiting process.

Accountable & Results-Oriented

Takes ownership of recruiting outcomes and builds staffing capacity before urgent needs arise.

Highly Organized

Maintains accurate candidate records, onboarding documentation, deadlines, and follow-up activities.

Resourceful

Continuously identifies new sourcing strategies and solutions when traditional recruiting channels are not producing sufficient candidates.

Data-Driven

Uses recruiting and retention metrics to identify bottlenecks, improve conversion, and strengthen workforce planning.

Professional & Service-Oriented

Represents the client professionally and understands that both caregiver and client experience are critical to the success of the organization.

What Success Looks Like

Success in this role means building a reliable, qualified, and deployable caregiver workforce that allows the organization to confidently serve existing clients and accept new business.

The successful candidate will:

• Maintain a healthy and active caregiver pipeline.
• Respond to qualified applicants quickly.
• Consistently convert applicants into qualified interviews and hires.
• Maintain an appropriate ready-to-work caregiver bench.
• Support coverage of high-priority, overnight, weekend, and high-hour assignments.
• Reduce delays between application, onboarding, and deployment.
• Maintain accurate recruiting and onboarding documentation.
• Proactively identify and resolve caregiver engagement issues.
• Contribute to strong 90-day caregiver retention.

Performance Metrics

Performance will be evaluated based on measurable recruiting and workforce outcomes, including:

• Active pipeline size and quality.
• Speed-to-contact and candidate response rates.
• Qualified interviews completed.
• Hiring and onboarding conversion rates.
• Time from application to Ready-to-Work status.
• Ready-to-Work caregiver bench size.
• Ability to fill high-priority, weekend, overnight, and high-hour assignments.
• Caregiver 30-, 60-, and 90-day retention.
• Candidate and onboarding data accuracy.
• Effectiveness of sourcing channels.
• Re-engagement and employee referral results.

Work Schedule & Remote Environment

This is a full-time remote position supporting U.S.-based operations.

Standard schedule: Monday–Friday, 9:00 AM–6:00 PM U.S. Eastern Time.

The role requires consistent availability during U.S. business hours. Occasional schedule flexibility may be required based on urgent staffing needs, candidate availability, or operational requirements.

Equal Opportunity Employer

Spectra Management and our clients are Equal Opportunity Employers. We are committed to creating an inclusive workplace and providing equal employment opportunities to qualified candidates.