BENEFITS

Join one of the most respected and fastest-growing home care companies worldwide for growth, stability, and long-term purposeful success!

• Competitive pay and lucrative incentives

• Paid orientation and elite training

• Paid sick time and vacation time

• Health insurance

• Continuous learning opportunities

• Exclusive rewards and recognition

• Vibrant office culture and supportive team

• Professional development opportunities

• Company laptop

• Owner committed to nurturing staff

WHY CHOOSE US?

Join a team committed to advocating for dignified, personalized in-home care, enriching lives one client, one caregiver, and one community at a time. At Right at Home East Bay, our mission is incredibly rewarding, with over 1.6 billion seniors worldwide by 2050. We're dedicated to empowering seniors and adults with disabilities to remain in their homes, guided by our values and the concept of "double bottom-line" success.

WHO ARE WE?

Right at Home East Bay serves Contra Costa, Alameda, and San Joaquin counties, spanning 20 cities, including Walnut Creek, Danville, Pleasanton, Concord, Livermore, Orinda, and Tracy. As part of the Right at Home network, founded in 1995, we're a leading provider of in-home care globally, delivering over 280 million hours of care to our clients. Right at Home’s mission is simple - to improve the quality of life for those we serve.

JOB SUMMARY

The Office Operations Leader is responsible for overall management of the home care office to assure that the office is profitable, compliant, and valuable to the local community. The Leader works with the owner and shadows him, leads and manages the office staff, directs caregiver staff, establishes digital and physical processes, plans and implements the annual budget, oversees team recruitment and retention plans, drives client and employee satisfaction, and guides the sales and marketing plan. This role will oversee office records (digital and paper), ensure all referrals are received optimally, establish repeatable processes, maintains the client and caregiver relationships, interact with clients, onboard employees, and establish office culture. This is a unique role for someone who is interested to join a startup environment and grow with it. The Office Operations Leader is accountable to compliance, healthy business margin, client and employee satisfaction and accounts receivable.

YOU ARE A GREAT FIT IF YOU HAVE THESE COMPETENCIES:

ORGANIZATION

• Lead, organize and execute administrative functions including accounting, scheduling, record maintenance, employment practices, budgeting, and profit and loss management.

• Prepares and digitally organizes processes such as new hire onboarding, client homecare record books, and client information packets.

• Processes payroll and billing, prepares time sheets for payroll processing, mails weekly invoices to clients, and distributes weekly payroll checks to staff.

• Maximize efficiency in daily activities, from setting appointments to assisting with recruitment and record maintenance. Implement company policies, maintain office supplies, and ensure the accuracy of public information materials.

• Schedules and coordinates day-to-day activities of caregivers. Performs payroll duties including verifying time sheets, updating telephony records, and computer input for payroll processing.

• Maintain complete, accurate, and timely client records, ensuring compliance with applicable laws and regulations. Routinely contact clients regarding accounts receivable and maintain compliance with agency policies and procedures.

• Maintains documentation of associate work records in Wellsky/ClearCare and ensures current and complete personnel records for all home care associates.

• Prepares and digitally organizes scheduling and care coordination processes such as new hire onboarding, client care, and client information packets.

LISTENING

• Tunes in to the opinions, feelings and needs of people.

• Understand the impact of one’s behavior on others and is patient, respectful and empathetic.

• Encourage others to speak and actively listens to address specific needs.

JUDGMENT AND DECISION MAKING

• Maintains compliance with applicable laws and regulations and implements corrective action in response to reports or complaints from regulatory agencies, the client or client family/representatives.

• Make logical, rational decisions, achieving a balance between quick decisiveness and thorough analysis.

• Anticipate consequences and demonstrate common sense in decision making.

RESOURCEFULNESS

• Arrange and negotiate services provided through contractual agreements.

• Seek out and seize opportunities to go beyond the “call of duty.”

• Passionately finds ways to surmount barriers.

• Be an action-oriented “doer” who achieves results despite circumstances.

CUSTOMER FOCUS

• Manage the Client Satisfaction program, identifying opportunities to improve the client experience.

• Conduct client quality calls and provide follow-up to address concerns or inquiries from family members, caregivers, and others.

• Serve as a liaison between clients, caregivers, and the office team to ensure seamless communication and coordination.

LIKABILITY

• Interviews, screens and tests all applicants, and provides a positive candidate experience.

• Assists with recruiting, associate hiring, orientations, in-services, disciplinary actions, etc.

• Serves as a team player within an office environment. Builds and maintains trusting relationships with all stakeholders.

• Ability to relate to clients and care staff in a way that is sensitive to the unique needs of the individual.

CONFLICT MANAGEMENT

• Exhibit understanding of natural sources of conflict and acts to prevent or soften them.

• Effectively works through conflicts to achieve the optimum outcome.

• Do not suppress, ignore or deny conflict.

COACHING AND TRAINING

• Create a Retention Plan for each office team member.

• Actively and successfully train team for current assignments.

• Coach and develop team for promotion into positions in which they succeed.

• Provide challenging assignments to enhance the current talents of team members.

TEAM BUILDING

• Achieve cohesive, effective, positive and mutually supportive team spirit with team members. 

• Nurture a positive emotional and physical work environment.

• Communicate openly and build honest relationships that allow for differences to be constructively resolved rather than ignored, suppressed or denied.

• Treat team members fairly and shares credit. 

EMPOWERMENT

• Recognize, nurture and positively leverage the unique talents of team members. 

• Encourage team decision making. 

• Provide resources, training, support and space for team members to accomplish their daily duties.

• Be “hands on” when appropriate.

REDEPLOYING B/C PLAYERS

• Ensure team members are positioned to most effectively showcase and utilize their talents to support business goals.

• Ensure an adequate ongoing plan for associate hiring, orientation, evaluation and discipline.

SCHEDULING AND COORDINATION

• Coordinate client schedules with caregiver availability, ensuring proper caregiver and client matches.

• Schedule and coordinate day-to-day activities of caregivers, maximizing efficiency and cost-effectiveness in daily activities.

• Perform payroll duties, including verifying time sheets, updating telephony records, and computer input for payroll processing.

ADAPTABILITY

• Assists with sales, marketing and public relations efforts.

COMMUNICATION

• Welcome and assist everyone with professionalism and courtesy.

• Keep the team and CEO/Owner informed, answering calls and messages with excellent telephone etiquette.

• Effectively communicate business goals and objectives to the team and maintain ongoing communication with clients, employees, and contractors.

EDUCATION / SKILLS / ABILITIES / AVAILABILITY

• Minimum two years of home care office operations and supervisory or related business experience.

• At least Bachelors degree.

• Extensive background in Home Care, Home Health, and/or Hospice industry.

• Technology and computer savvy with organizational, interpersonal, and telephone skills.

• Preferred proficiency in Wellsky/ClearCare, Quickbooks, Viventium payroll, and Apploi Applicant Tracking System software.

• Knowledge of common medical terminology.

• Able to work onsite from Pleasanton, CA office.

• Works independently and leads team, demonstrating sound judgment.

• Proficiency in English, both written and spoken.

• Insured automobile, valid driver’s license, and able to drive own car.

• Current Live Scan (FBI and DOJ), or must have the ability to pass a full employment background check

• Possesses negative TB skin tests or open to be tested.

• Must-have availability for on-call duty outside of normal office hours.

COMPENSATION

Annual salary bonus of $67,000-$70,000