Administrative Officer / Scheduling Coordinator

About Prescare Prescare Nursing & Healthcare Staffing Inc. is a growing healthcare services company providing home care, healthcare staffing, and support services. We are committed to delivering dependable, responsive, and compassionate service to clients, families, and healthcare partners. We are seeking a highly organized, reliable, and proactive Administrative Officer / Scheduling Coordinator to support our operations in Moncton. This is a high-responsibility administrative and coordination role for someone who can manage competing priorities, communicate confidently, and help ensure smooth day-to-day operations across multiple service lines. This position supports our homecare, staffing, and cleaning divisions, with a strong focus on client communication, intake coordination, administrative reporting, service operations, payroll/timesheet follow-up, and scheduling support. Position Summary The Administrative Officer / Scheduling Coordinator plays an important role in ensuring that administrative systems, client service coordination, and operational workflows run effectively. This role requires someone who is able to work independently, respond quickly to changing needs, and maintain professionalism in a fast-paced environment. The successful candidate will help coordinate internal processes, support staff and client communication, maintain administrative systems, and contribute to operational continuity across the organization. Key Responsibilities - Answer incoming calls and respond to client and service inquiries professionally and efficiently - Support new client intake, administrative follow-up, and service coordination - Assist with homecare client coordination and scheduling - Help manage urgent staffing changes, service coverage issues, and schedule adjustments - Follow up on staff timesheets, attendance records, scheduling records, and payroll-related administrative tasks using internal and client-facing systems - Implement, maintain, and improve administrative procedures and workflows - Review and evaluate internal administrative processes for efficiency and consistency - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out day-to-day administrative activities of the organization - Assemble data and prepare periodic and special reports, correspondence, and internal documentation - Maintain accurate records, data entry, and digital filing systems - Support administrative coordination of service agreements, forms, and internal documentation - Train and support staff on administrative processes and internal procedures, as needed - Oversee and coordinate office administrative procedures - Help monitor administrative workflow and operational performance - Resolve scheduling, staffing, and service-related issues in a timely and professional manner - Prepare reports and updates for senior management - Support compliance with company policies, internal procedures, and administrative standards - Coordinate office workflow and administrative activities to help ensure operational deadlines and priorities are met - Participate in rotating after-hours and weekend administrative support, as required Qualifications Required - Diploma or certificate (1–2 years) in one of the following, or a related field: - Office Administration - Business Administration - Medical Office Administration - Health Services Administration 2 to 3 years of relevant experience in: - administration, - office coordination, - scheduling, - healthcare support, - client service operations, - or a similar fast-paced service environment - Strong written and verbal communication skills in English - Strong organizational skills, time management, and attention to detail - Ability to work independently and as part of a team - Comfortable handling confidential, sensitive, and time-sensitive information - Proficiency in General Administration, including managing schedules, maintaining records, and overseeing office operations - Strong Communication and Customer Service skills to interact with clients, staff, and stakeholders effectively - Experience in Administrative Assistance with the ability to support daily clerical and organizational tasks - Exceptional organization skills to prioritize tasks, multitask effectively, and ensure seamless workflow with minimal supervision. - Proficiency in relevant office software and tools (e.g., Microsoft Office Suite) - Problem-solving skills and the ability to resolve scheduling conflicts promptly - Previous experience in the healthcare or staffing industry is an asset Preferred - Experience in healthcare, home care, staffing, or service coordination - Experience supporting scheduling, payroll follow-up, client intake, or service operations Preferred Technical Experience Experience using one or more of the following: - When I Work - ShiftCare - Kronos / UKG - Microsoft Office Suite - Google Drive / Google Workspace Additional Assets - First Aid Certificate (asset) Work Setting - Private Sector only - On-site only - Be completed at the physical location. There is no option to work remotely. Work Environment & Expectations This role requires someone who can work effectively in a high-responsibility service environment. Work Conditions - Fast-paced environment - Work under pressure - Tight deadlines - Large workload - High attention to detail - Ability to work independently - Ability to adapt quickly to changing service needs Who We’re Looking For The ideal candidate is: - Calm under pressure - A strong and assertive communicator - Highly reliable and organized - Able to take initiative without being micromanaged - Comfortable managing difficult staffing or service situations - Emotionally mature, professional, and solution-focused - Adaptable, accountable, and able to multitask effectively - A strong team player with integrity and professionalism Schedule & Availability This is an on-site position based in Moncton, NB. Typical Schedule - Monday to Friday - Rotating weekends - Occasional evening availability - After-hours on-call administrative support approximately twice per month, as needed Additional Requirements - Criminal record check required - Must be bondable - Reliable transportation required What We Offer - Competitive hourly pay of $30.00–$32.00 per hour - Full-time, permanent employment - Health, dental, and vision benefits - Free parking available - On-site amenities - Opportunity to grow within a dynamic healthcare services company - Meaningful work that supports clients, families, and frontline staff in the community Equity & Eligibility Prescare Nursing & Healthcare Staffing Inc. is committed to inclusive hiring and welcomes applications from qualified candidates of all backgrounds. This employer promotes equal employment opportunities for all job applicants, including those self-identifying as members of equity-deserving groups. Who Can Apply You can apply if you are: - a Canadian citizen - a permanent resident of Canada - a temporary resident of Canada with a valid work permit Do not apply if you are not authorized to work in Canada. How to Apply Please submit: - Your resume - A short cover letter - Responses to the screening questions included in the application We thank all applicants for their interest. Only those selected for an interview will be contacted.