Caregiver Recruiting, Onboarding & Front Office Support

This is a remote position.

We are seeking an experienced virtual assistant to take ownership of caregiver recruiting, onboarding, and compliance, while also serving as a friendly, professional first point of contact for inbound calls from clients and caregivers. This is a part-time role with strong potential to grow as the business scales.

Schedule

• 20 hours per week to start

• Monday through Thursday

• 5 hours per day

• Must be available to work U.S. Central Time business hours

• Consistent, reliable daily attendance is required and the position requires 100% dedication to that role during hours assigned

Primary Responsibilities

Caregiver Recruiting

• Manage the caregiver recruiting pipeline, including reviewing and screening incoming applications against established hiring criteria (work history, relevant background, required credentials)

• Verify applicant qualifications such as high school diploma and, for CNAs, a valid CNA license

• Use a checklist-driven process to determine when candidates are ready to advance to the next stage

• Work within an applicant tracking platform, Apploi, to move candidates through the recruiting workflow, mark applicants ready for background checks, and trigger follow-ups

• Schedule interviews and coordinate candidate communication

Onboarding

• Handle the full onboarding process for new caregivers, including pre-hire and post-hire paperwork

• Initiate and track background checks

• Collect and verify required documentation, including driver's license, auto insurance, and other compliance items

• Transfer hired caregivers into payroll software

• Provision new caregiver accounts and access in the training platform and Ensure all accounts are set up correctly and all documentation is filed in the right place

Compliance & Caregiver Retention

• Maintain ongoing compliance, including annual background checks and insurance renewals

• Track caregiver certifications and qualifications to ensure they remain current and keep up with recurring compliance requirements and flag items that need attention

Front Office & Phone Support

• Answer inbound calls from clients and caregivers in a professional, courteous manner

• Conduct client intake and gather the right information to advance each inquiry to the next step

• Know which calls to route and to whom, transferring callers appropriately

• Be knowledgeable about the agency's programs and services in order to speak confidently with callers

• Provide general administrative assistant support, including managing schedules and calendars and helping coordinate meetings

What Success Looks Like

This person will own the caregiver onboarding pipeline and serve as a dependable first line of contact for clients and caregivers, freeing the owners to focus on growing the business. Success will be measured against clear goals, such as a target number of caregivers onboarded per pay period, alongside reliability, information retention, and the quality of client and caregiver interactions.

Requirements

Required Qualifications

• Multiple years of caregiver recruiting experience

• Demonstrated experience with caregiver onboarding and compliance processes

• Strong phone skills with a clear, neutral accent

• Proven experience speaking with a U.S.-based client base, ideally within the healthcare space

• Highly organized with strong attention to detail and the ability to manage multiple workflows simultaneously

• Comfortable learning and working across multiple software platforms

• Reliable, self-directed, and able to work consistent scheduled hours independently

• Excellent written and verbal communication skills

Preferred Qualifications

• Caregiver recruiting experience specifically within the home care industry (strong plus)

• Familiarity with applicant tracking, payroll, and caregiver training platforms; experience with Apploi is a plus

• Experience with both patient/client-facing intake and back-office administrative work

Technical Requirements:

• Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).
  

• A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.
  

• Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.
  

• Backup power source required (UPS or generator) to maintain connectivity during outages.
  

• Quiet, professional workspace suitable for voice work — free from background noise and interruptions.
  

• Noise-canceling headset required.
  

• Reliable computer with sufficient processing power to run software systems and softphone simultaneously.
  

• You must have Windows 11 or the most recent Apple OS / Update
  

• The role involves working within the recruiting platform, payroll software, caregiver training platform, and phone system. Prior experience with these specific tools is not required; training will be provided, and the ability to quickly learn new systems is what matters most.
  

Benefits

• $6 hourly rate
  

• On-time payments, every time
  

• Payments processed via Wise
  

Training & Support

• Direct client training provided — you are never thrown in blind
  

• HIPAA certification provided at no cost to you
  

• Dedicated Account Manager as your point of contact
  

• Clear escalation paths — you always know who to go to
  

Work Environment

• 100% remote — work from home
  

• U.S.-based company with structured operations
  

• Stable, long-term account placements (not gig-style work)
  

• Supportive team culture across all accounts
  

Growth & Experience

• Build your U.S. industry experience
  

• Exposure to multiple practice types and platforms
  

• Potential for increased hours or additional accounts based on performance
  

• Strengthen your resume with verified, legitimate U.S. client experience
  

Recognition

• Tenure recognition for long-term team members
  

• We value loyalty and recognize those who grow with us