Office Operations Specialist / Front Desk

FreedomCare is a healthcare company that has been dedicated to revolutionizing the home care industry since 2016. We support our patients by ensuring they have the power to choose a caregiver who will care for them in the comfort of their own homes. Our mission spans coast to coast, supporting patients across the U.S.

We pride ourselves on our values which drive the level of care that we deliver to our patients:

• Here For You (An attitude of service, empathy, and availability)
• Own It (Drive and ownership)
• Do the Right Thing (High integrity)
• Be Positive (Great attitude and a can-do positive approach to challenges)

Join our team and make a positive impact on the lives of others! We are looking for a Office Operations Specialist to join our LHCSA team.

Position Overview 

The Office Operations Specialist is an individual contributor responsible for supporting both caregiver compliance and the day-to-day administrative operations of a LHCSA office. This role ensures caregivers meet all New York State Department of Health (NYSDOH) compliance requirements while maintaining efficient office operations that support Recruitment, Certification, and Coordination. 

The position combines regulatory compliance responsibilities with office administration to ensure smooth onboarding, operational efficiency, and a positive caregiver experience. 

Responsibilities & Scope 

CHRC & Compliance 

• Process and monitor Criminal History Record Check (CHRC) requests in accordance with NYSDOH requirements, including initiating requests, tracking completion, and ensuring required steps are completed timely and accurately. 
• Monitor Live Scan submissions, fingerprint appointments, and background check results; follow up on pending, incomplete, or delayed items and escalate compliance concerns as needed. 
• Maintain accurate caregiver compliance records and documentation to support onboarding, ongoing employment eligibility, and audit readiness. 
• Conduct routine compliance audits of caregiver files, identify missing or incomplete documentation, and partner with appropriate teams to resolve gaps. 
• Support preparation for internal reviews, regulatory audits, and survey activity by organizing required records and ensuring documentation is complete and accessible. 

Office & Facility Oversight 

• Coordinate day-to-day office operations to ensure the LHCSA office runs smoothly, remains organized, and provides a professional environment for caregivers, candidates, employees, and visitors. 
• Maintain ACD classroom readiness, including preparing rooms, supplies, materials, sign-in documentation, and related logistics needed to support recruitment, certification, and onboarding activity. 
• Support visitor management and front-office activity by greeting and directing visitors, assisting caregivers and candidates, and connecting individuals with the appropriate internal teams. 
• Manage office supplies, mail distribution, document organization, scanning, filing, and other administrative tasks needed to keep office operations accurate and efficient. 
• Identify and communicate facility-related needs, coordinate follow-up with appropriate support teams, and help maintain a safe, clean, and functional office environment. 
• Coordinate caregiver support items and office hospitality needs, including preparing goodie bags for testing aides and caregivers picking up scrubs or PPE, placing lunch orders, and maintaining related office budgets. 
• Provide cross-functional administrative support to other LHCSA teams as needed to support caregiver onboarding and operational workflows. 
• Complete additional projects and duties as assigned to support department priorities and evolving business needs. 

  Education and Experience 

• High school diploma or equivalent required.  
• 1-2 years of experience in healthcare administration, home care, compliance, or caregiver onboarding preferred.  
• Previous office management or office administration experience preferred.  
• Experience working with New York State Department of Health (NYSDOH) regulations preferred.  
• Experience processing Criminal History Record Checks (CHRC) or other background screening processes preferred but not required.  
• Experience using Time Tap, Salesforce, Microsoft Office, Docusign, or similar systems preferred. 
• Administrative support in a regulated healthcare environment.  
• Experience supporting multiple departments in a fast-paced office setting. 

Qualifications 

• Strong organizational, administrative, and time management skills, with the ability to manage multiple priorities in a fast-paced office environment. 
• High attention to detail, including the ability to maintain accurate records, audit documentation, and identify compliance gaps. 
• Strong customer service and interpersonal skills, with the ability to support caregivers, candidates, visitors, and internal teams professionally. 
• Ability to coordinate day-to-day office operations, maintain organized files and records, and support multiple departments. 
• Ability to maintain confidentiality and handle sensitive information in accordance with HIPAA and NYSDOH requirements. 
• Sound judgment and problem-solving skills, with the ability to work independently and collaboratively. 

Why work at FreedomCare?

We are here for you and committed to providing a best-in-class employee experience, starting with the following offerings:

• Medical, dental, and vision
• Life, STD, and LTD insurance401(k) match
• Wellness Programs
• Internet
• Reimbursement
• Gym
• Reimbursement
• Competitive Compensation
• Continued Education
• Opportunities for growth

At FreedomCare, we celebrate diversity and are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and do not discriminate based upon race, religion, color, national origin, ancestry, age, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, status as a protected veteran, status as an individual with a disability, citizenship or immigration status, or other applicable legally protected characteristics.