Reports to: Owner / CEO

Location: West Houston

Objective:

The Office Manager plays a pivotal role in the success of the business by ensuring smooth administrative operations while actively supporting marketing, community outreach, and internal events. This role blends high-level office management with the creativity and initiative needed to drive brand visibility, referral growth, and client conversion. This position has the potential to grow from an Office Manager to an Operations Manager in 9 to 12 months upon successful completion of the role with desired KPIs. 

Key Responsibilities:

Customer Service & Client Management

- Answer and screen incoming calls in a professional and courteous manner.

- Follow up on hot and cold leads and manage their journey in the CRM to optimize conversion rates.

- Input client leads into the home care software and send out client welcome packets and prospect information.

- Ensure timely and professional communication across all channels.

Billing – Accounts Receivable & Payable

- Ensure invoices are completed accurately and on time in line with company policy.

- Maintain all required documentation related to Long Term Care (LTC), Medicaid, and other programs.

- Monitor payroll accuracy, including pay rates, hours, and garnishment compliance.

- Manage receivables by tracking payments, recording incoming checks, and executing follow-ups.

- Record and allocate incoming bills by month and ensure timely payment of invoices.

Payroll & Recruitment

- Reconcile caregiver time sheets with scheduling data; track and resolve late or incorrect submissions.

- Process caregiver and internal payroll on schedule.

- Conduct reference checks, background screenings, and on boarding for new hires.

- Prepare and maintain employee records and digital files in the home care software.

Human Resources Support

- Manage hiring pipelines through portals and local sourcing; schedule interviews and on boarding sessions.

- Support training coordination at the Center of Excellence.

- Serve as a liaison for caregiver-client scheduling changes, ensuring continuity of service.

- Maintain updated knowledge as Alternate Administrator, fulfilling required CEUs.

Marketing & Community Engagement

- Collaborate with the Franchisor’s Marketing team to create and manage local marketing campaigns.

- Design and distribute marketing materials including flyers, brochures, digital and print advertisements.

- Coordinate and post regularly on social media platforms (e.g., LinkedIn, Instagram).

- Identify and build relationships with local referral sources (Visiting hospitals, senior communities, physicians etc.).

- Track marketing performance metrics and lead sources via CRM tools.

Event Planning & Internal Culture

- Plan and execute internal caregiver appreciation events and team-building activities.

- Organize participation in community events such as health fairs, expos, and awareness campaigns.

- Maintain a calendar of events and ensure timely preparation of logistics, materials, and follow-up communications.

Clerical & Compliance

- Prepare client and caregiver files, including Care Plan Binders, Welcome Kits, and employment documentation.

- Handle general office functions: data input, file organization, mail sorting, and supply management.

- Ensure all files are complete, compliant, and easily accessible for audits or internal review.

Qualifications & Attributes:

- Minimum 2 years’ experience in office management, preferably in a healthcare or senior care setting.

- Marketing or communications background is a strong plus.

- Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel).

- Familiarity with digital marketing platforms and social media tools.

- Excellent communication, interpersonal, and customer service skills.

- Strong organizational and multitasking abilities.

- High level of professionalism, discretion, and a passion for senior care.

- Tech-savvy and able to quickly learn new systems (CRM, home care software, payroll tools).

Performance Metrics:

- Lead-to-client conversion rates

- Timeliness and accuracy in billing/payroll

- Engagement on social media platforms

- Number of events executed and referral meetings attended/hosted

- Client and caregiver satisfaction and customer service

We Would Like Our Office Manager to Have:

• A Minimum of at least two years of working in an office environment in an organizational setting with some marketing background.
• Ability to communicate pleasantly and effectively with clients and internal staff
• Experience with a variety of the field’s concepts, practices, and procedures
• Excellent interpersonal and communication skills with clients and internal staff.
• Proficient with standard office equipment
• Proficient with Microsoft software (M.S. Word, PPT, and Excel)
• Tech-Savy with digital marketing tools.
• Team player, excellent verbal and communication skills, adaptable in different situations, possesses excellent client interaction skills
• Passionate about Senior Care

Enjoy Our Job Benefits:

• 401(k) matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Short team & Long-term Disability
• Paid Time Off
• Life Insurance
• Bonus structure

Why Work for Senior Helpers?

• Great Place to Work® Certified—91% of our employees say Senior Helpers is a great place to work. We understand that our employees are with us to keep our business running and moving forward.
• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony

About Senior Helpers:

Since 2002, Senior Helpers® has been the nation's premier provider of in-home senior care, with locations all across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families and our employees.

We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state and local news.