Position Summary
The Office Manager keeps the office running smoothly day to day, serving as the organizational backbone that supports caregivers, clients, and leadership alike. This role owns front-office operations, administrative systems, scheduling coordination, and client-facing communication, ensuring the office presents a professional, welcoming, and well-organized environment at all times. The Office Manager plays a critical role in supporting the Operations Manager and broader team by keeping documentation accurate, workflows efficient, and the office compliant with company policy — all in service of the company’s mission to deliver outstanding senior care.
Key Responsibilities
1. Office Administration & Organization
- Manage day-to-day administrative operations of the office, including supplies, vendor coordination, and general office upkeep.
- Maintain accurate client, caregiver, and employee files in compliance with company policy and applicable regulations.
- Own office documentation systems, ensuring records are organized, current, and audit-ready at all times.
- Support onboarding logistics for new caregivers and staff, including paperwork, orientation scheduling, and system setup.
2. Client & Caregiver Support
- Serve as a warm, professional first point of contact for clients, families, and caregivers calling or visiting the office.
- Coordinate caregiver scheduling and shift coverage in partnership with the scheduling and care teams.
- Respond promptly to routine client and caregiver questions, escalating complex concerns to the Operations Manager as needed.
- Support client satisfaction efforts, including tracking feedback and helping coordinate follow-up on service concerns.
3. Communication & Coordination
- Act as a communication hub between office staff, field caregivers, and leadership, ensuring information flows smoothly.
- Prepare and distribute internal communications, meeting materials, and office announcements.
- Assist in planning and coordinating office meetings, training sessions, and team events.
- Support marketing and community outreach efforts with administrative and logistical assistance as needed.
4. Financial & Reporting Support
- Assist with processing invoices, expense tracking, and basic bookkeeping tasks under the guidance of the Operations Manager.
- Maintain accurate records of office statistics (e.g., hours scheduled, client intake volume) to support reporting needs.
- Support payroll-related administrative tasks, ensuring timesheets and caregiver hours are accurately submitted.
- Help prepare routine reports and summaries for leadership review.
5. Compliance & Continuous Improvement
- Ensure office practices align with company policies, licensing requirements, and industry best practices.
- Identify opportunities to improve office workflows, systems, and organization, recommending changes to leadership.
- Stay current on office software and home care management systems.
- Support a positive, collaborative office culture that reflects the company’s mission and values.
Qualifications
- Education: High school diploma required; Associate's degree preferred.
- Experience: 1-3 years of office management or administrative experience, ideally within home care, healthcare, or a service-based business.
- Organizational Skills: Strong ability to manage multiple priorities, maintain accurate records, and meet deadlines in a fast-paced office.
- Technical Skills: Proficiency in Microsoft Office; experience with home care or scheduling software is a plus.
- Communication: Excellent verbal and written communication skills, with a warm, professional phone and in-person manner.
- Discretion: Ability to handle sensitive client and employee information with confidentiality and care.
What We Offer
- A supportive, mission-driven team focused on improving the lives of seniors and their families.
- Hands-on experience across scheduling, client care coordination, and office operations.
- Competitive pay and benefits.
- Opportunities for growth.
Pay: $65,000.00 - $85,000.00 per year
Work Location: In person
