Operations Coordinator at Essential Services LLC – McMinnville, Oregon

Who We Are

At Essential Services LLC, we are more than a provider agency. We empower individuals with intellectual and developmental disabilities by connecting them with qualified Direct Support Professionals (DSPs) who provide personalized, in-home and community-based support. Our Operations team ensures that staffing, scheduling, and communication are aligned to deliver consistent, high-quality services.

About the Role

This is a full-time, in-office position, Monday through Friday from 9:00 AM to 5:00 PM.

As an Operations Coordinator, you are responsible for coordinating staffing, scheduling, and daily operational functions to ensure services are delivered efficiently and without disruption. You will work closely with staff, internal teams, and leadership to maintain coverage, support onboarding, and respond to real-time operational needs.

This role requires strong organization, attention to detail, and the ability to make decisions quickly in a fast-paced environment. You will play a key role in ensuring services remain consistent, accurate, and responsive to changing needs.

Key Responsibilities

1. Scheduling & Staffing Coordination

- Create and maintain staff schedules to ensure consistent service coverage

- Adjust schedules in response to absences, changes, or evolving service needs

- Monitor staffing levels and address gaps to maintain continuity of services

- Collaborate with internal teams to support staffing alignment and workforce needs

2. Workforce & Onboarding Support

- Assist with onboarding coordination and serve as a point of contact for staff

- Maintain accurate and up-to-date staff information in internal systems

- Support staff with scheduling and general operational questions

3. Operational Documentation & Tracking

- Maintain accurate records of schedules, changes, and operational updates

- Support administrative processes, including documentation and data tracking

- Ensure records are organized, accessible, and aligned with compliance expectations

4. Service Oversight

- Monitor service delivery to ensure client needs are being met

- Identify gaps in coverage or service and communicate needed adjustments

- Collaborate with internal teams to maintain quality and continuity of care

5. Communication & Collaboration

- Maintain clear, professional communication with staff and internal teams

- Provide timely updates regarding scheduling and operational changes

- Work collaboratively to improve workflows and operational efficiency

6. Problem-Solving & Daily Operations

- Respond to callouts, schedule conflicts, and unexpected changes in real time

- Take initiative to resolve issues quickly and maintain operational stability

- Prioritize tasks effectively in a dynamic environment

What We Offer

• $4,000/month salary with an evaluation at 90 days
• Medical, Dental, and Vision insurance
• 401(k) with annual pay increases
• Paid Time Off and Sick Time
• Mileage reimbursement at company events
• A workplace that values accountability, organization, and teamwork

Ready to Join Us?

We're reviewing applications now. If you’re organized, responsive, and motivated to keep operations running smoothly, we’d love to hear from you!

Preferred Qualifications

• Experience in scheduling, logistics, coordination, or operations-based roles
• Background in healthcare, social services, or a related field
• Experience managing multiple priorities in a fast-paced environment
• Strong attention to detail in documentation, data tracking, or administrative work
• Demonstrated clear and professional communication skills when managing a high volume of correspondence.
• Demonstrated ability to make decisions and problem-solve independently
• Proven ability to stay organized and maintain accuracy under pressure