Operation Specialist

Family Tree Private Care is a trusted, concierge-level advisory provider serving older adults, individuals living with disabilities, and their families. Headquartered in Texas and consistently recognized on the INC 5000 list of America’s Fastest Growing Companies, Family Tree Private Care is part of a premier healthcare services organization committed to excellence, compassion, and growth.

We pride ourselves on our strong reputation in the communities we serve and our unwavering commitment to cultivating leadership and promoting talent from within. If you’re looking for a fulfilling opportunity with a passionate, collaborative team in a rapidly growing company, Family Tree Private Care may be the perfect fit.

Key Responsibilities:

• Support the Regional Director/Executive Director with scheduling, office calendar management, and administrative tasks.
• Maintain inventory of office supplies (including snacks and beverages) and oversee regular ordering for all branch locations.
• Assist with general branch administrative functions, including file maintenance and vendor coordination.
• Provide support for local HR functions as required, including onboarding assistance and record maintenance.
• Oversee the scheduling team to ensure timely and accurate client billing and caregiver payroll processing.
• Act as a point of contact for clients regarding billing inquiries, coordinating with the corporate billing team to resolve discrepancies, including long-term care insurance matters.
• Manage meeting logistics: scheduling, agenda preparation, document printing, note-taking, distribution of action items, and arranging catering when necessary.
• Administer the branch’s training program: maintain class schedules, coordinate with instructors, manage training materials, and liaise with state grant administrators.
• Draft and distribute internal communications related to office operations, staffing calendars, and important updates.
• Serve as the lead contact for resolving office maintenance concerns and technical issues, working in collaboration with the Client Services Manager.
• Organize team-building events, holiday celebrations, and recognition initiatives for caregivers and staff.
• Provide call center support during high-volume periods.
• Coordinate care provider performance evaluations and manage the company’s point-based caregiver recognition system.
• Manage company vehicle maintenance, usage logs, and mileage tracking.
• Ensure adherence to internal policies and procedures as well as regulatory standards, maintaining high operational compliance across the branch.

Education & Experience:

• Minimum of 2 years of experience in office coordination or operational support.  
• Prior experience in the home care industry or related healthcare fields (e.g., hospice, home health, hospitals) is strongly preferred.  
• HR experience is a plus.  

Skills & Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).  
• Exceptional time management and organizational abilities.  
• Strong attention to detail with the ability to manage multiple tasks simultaneously.  
• Excellent written and verbal communication skills.  
• Ability to work independently while collaborating effectively with cross-functional teams.  
• Flexible, humble, team-oriented, and highly compassionate.  

Physical & Other Requirements:

• Must be able to lift up to 50 pounds with or without assistance.  
• Valid driver’s license and ability to drive when needed.  
• Prolonged periods of sitting and working at a computer.  

Family Tree Private Care is an Equal Opportunity Employer.