The Office Manager has supervisor and management accountability for the following functions/tasks:
- Oversee the daily operations of the office, ensuring compliance with Visiting Angels Agency Resource Center (ARC) standards, company policies, and all applicable federal, state, and local regulations.
- Maintain the highest standards of client care by delivering exceptional customer service and ensuring quality home care services.
- Serve as the primary point of contact for office operations, client inquiries, caregiver support, and day-to-day operational needs.
- Resolve client concerns, employee issues, scheduling conflicts, complaints, incidents, and emergency situations promptly, professionally, and effectively.
- Supervise administrative staff by assigning responsibilities, monitoring performance, and promoting efficient office operations and accountability.
- Recruit, interview, hire, onboard, train, coach, and evaluate office staff and caregivers.
- Conduct and lead new caregiver orientation, ensuring all new hires understand company policies, procedures, safety protocols, and standards of care.
- Coordinate employee training, continuing education, and professional development programs.
- Manage caregiver and client intake by gathering relevant information, coordinating services, and ensuring client needs are accurately documented.
- Meet with clients and their families to review services, discuss the Plan of Care, and address questions or concerns.
- Collaborate with the care team to develop, maintain, and update individualized Plans of Care based on client needs, preferences, and changes in condition.
- Partner with the Client Care Coordinator to ensure accurate scheduling, appropriate caregiver placement, and continuity of care.
- Conduct visit verification, ensure scheduling accuracy, and prepare timely operational and management reports.
- Conduct supervisory home visits to assess service quality, evaluate client satisfaction, observe caregiver performance, and recommend updates to care plans as needed.
- Provide coaching, guidance, and performance feedback to caregivers to support quality care and compliance with agency standards.
- Build and maintain positive relationships with clients, families, caregivers, referral sources, and community partners.
- Maintain employee records and ensure compliance with HR policies, confidentiality requirements, and all applicable employment regulations.
- Develop, implement, and continuously improve office policies, procedures, and workflows to enhance operational efficiency and service quality.
- Oversee office administration, including calendars, meetings, supplies, equipment, vendor relationships, and general office operations.
- Provide basic technical support and assist with the maintenance of office software and hardware.
- Prepare accurate weekly, monthly, and operational reports within established deadlines.
- Participate in the agency's administrative on-call rotation, including evenings and weekends as needed, to respond to urgent client and staffing needs.
- Serve as a backup caregiver in rare emergency situations to ensure uninterrupted client care.
- Communicate effectively and professionally with clients, families, caregivers, physicians, referral sources, and the leadership team.
- Demonstrate sound judgment, professionalism, strong organizational and time management skills, and the ability to prioritize multiple responsibilities in a fast-paced environment.
- Foster a positive, collaborative workplace culture that promotes teamwork, accountability, continuous improvement, and service excellence.
- Associate's degree in Business Management or a related field preferred.
- Minimum of two (2) years of experience in the home care industry preferred.
- Ability to successfully complete and maintain all required licensing, certifications, continuing education, background checks, drug and alcohol screening, Office of Inspector General (OIG) screening, health assessments, and any other employment requirements in accordance with federal, state, local regulations, and company policy.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), scheduling software, and other home care industry applications.
- Excellent verbal and written communication, interpersonal, and customer service skills, with the ability to communicate professionally and diplomatically with clients, families, caregivers, and staff.
- Strong organizational, time management, problem-solving, and multitasking skills with the ability to prioritize responsibilities in a fast-paced environment.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Reliable transportation and the ability to travel to client homes, community locations, and other business-related appointments as needed.
This job description is intended to describe the general nature and essential responsibilities of this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications. Responsibilities may be modified, expanded, or reassigned at any time to meet the operational needs of the agency, with or without notice. Employees are expected to comply with all company policies, procedures, and standards, as they may be updated or revised from time to time.
Benefits: Medical, dental, and vision insurance
401(k): with 100% company match up to 4%
Paid Time Off
If you are a motivated and dedicated professional with a passion for providing exceptional care, we encourage you to apply for this exciting opportunity. Apply today to join our team and help us deliver high-quality care to our clients!
