Coordinator Support in McMinnville, Oregon at Essential Services LLC

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 Coordinator Support role helps keep the Service Coordinating Department running efficiently by supporting scheduling, communication, training coordination, documentation, and day-to-day administrative needs.

About the Role

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

As a Coordinator Support, you will provide administrative and operational support to the Service Coordinating Department. You will assist with scheduling and shift coverage, communicate with DSPs, coordinate trainings, maintain accurate records, track follow-ups, and help ensure day-to-day tasks are completed efficiently.

This role requires someone who is organized, responsive, and comfortable communicating with people throughout the day. You should be able to work with a sense of urgency, manage competing priorities, and adapt quickly when needs change. Your support will help Service Coordinators stay organized and ensure important scheduling, administrative, and follow-up needs are handled consistently.

Key Responsibilities

1. Scheduling and Shift Coverage

• Assist with filling open and vacant DSP shifts
• Contact DSPs regarding availability and shift opportunities
• Follow up on coverage needs and communicate schedule changes
• Update and maintain accurate scheduling information in Aaniie
• Support Service Coordinators with schedule confirmations and changes

2. Administrative Support

• Provide day-to-day administrative support to Service Coordinators
• Assist with data entry, document preparation, and record maintenance
• Maintain organized and accurate client and DSP information
• Enter and update information in systems such as Monday.com and Paylocity
• Respond to and route incoming calls, messages, and department inquiries

3. Training Coordination

• Schedule PBSP and Nursing Delegation trainings for DSPs
• Communicate training dates, requirements, and updates
• Track required trainings and completion status
• Report completed training hours to the Training Supervisor for DSP compensation

4. Client and DSP Support

• Assist with scheduling and tracking quarterly client check-ins
• Follow up with clients and DSPs regarding outstanding needs or requests
• Track service updates and action items
• Communicate concerns or service gaps to the appropriate Service Coordinator

5. Task and Workflow Support

• Track departmental tasks, deadlines, and follow-ups
• Follow up on outstanding action items to support timely completion
• Help Service Coordinators manage changing priorities and time-sensitive needs
• Maintain clear communication to ensure important information does not get missed

6. Communication and Collaboration

• Maintain professional communication with DSPs, clients, Service Coordinators, and internal teams
• Coordinate with Human Resources, Referrals, Payroll, Training, and leadership as needed
• Provide timely updates regarding scheduling, training, and outstanding tasks
• Maintain confidentiality when handling client and employee information

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 accuracy, accountability, and continuous improvement

Ready to Join Us?

If you enjoy a role where every day is different and you’re at your best when coordinating, communicating, and getting things done, we’d love to hear from you!

Qualifications

• Must be at least 21 years of age
• Strong verbal and written communication skills
• Strong organizational skills with the ability to manage multiple tasks and follow-ups
• Ability to work efficiently and adapt to changing priorities
• Strong attention to detail and accuracy
• Comfortable communicating by phone and following up with staff
• Comfortable learning and working across multiple software systems
• Ability to handle confidential information professionally
• Must meet required DHS background check requirements

Preferred Qualifications

• Experience in scheduling, staffing, office administration, sales, customer service, or a similar role
• Experience coordinating schedules or filling open shifts
• Experience working in a fast-paced office environment
• Experience with scheduling, HR, CRM, or task-management software
• Experience managing records, documentation, or data entry