Office Manager

Job Overview:

The Office Manager is a central leadership role responsible for ensuring that our day-to-day operations, HR functions, compliance processes, and client support systems run with precision and care. We’re looking for someone who is organized, tech-savvy, people-focused, and committed to excellence. The ideal candidate is someone who leads with empathy, builds trust, and thrives in dynamic environments. This position works directly with the Owner to help execute strategy, improve processes, and foster a high-performance, mission-aligned culture.

Key Responsibilities:

Office & Administration

• Oversee daily office operations and maintain a smooth, professional environment.

• Coordinate office supplies, mail, vendor relationships, and digital/physical records management.

• Organize internal team events and external community engagements to strengthen our presence

and reputation.

HR & Compliance

• Manage caregiver recruiting, onboarding, and compliance processes from start to finish.

• Conduct interviews and occasionally lead onboarding for new office or field staff.

• Maintain up-to-date and compliant employee files; monitor license/certification status.

• Promote a positive culture and high morale among staff and caregivers.

Scheduling & Labor Management

• Support the Scheduling Coordinator to ensure efficient staffing and client satisfaction.

• Monitor labor costs and overtime to control expenses while maintaining quality care.

• Maintain and improve gross margins across cases through effective staff planning.

Payroll & Billing

• Review timesheets, process payroll using Paychex, and coordinate invoicing and collections.

• Ensure billing accuracy and documentation for long-term care (LTC) clients.

• Handle contracts, account setups, and billing for state/government programs, etc.

Strategic Support

• Collaborate with the Owner on growth strategies, operational improvements, and goal tracking.

• Participate in KPI reporting and business reviews to ensure targets are met.

Team Leadership & Communication

• Lead weekly and monthly team meetings to review priorities, address challenges, and drive

results.

• Track and present key performance metrics to ensure alignment and accountability across the

team.

Qualifications:

• 7 years of experience in office management, preferably in healthcare, home care, or service-

based operations.

• Experience in home care operations, including caregiver recruiting, scheduling, payroll,

compliance, and managing client or state contracts, etc.

• Compassionate, empathetic, and genuinely passionate about their work and the people they

support.

• Strong interpersonal and communication skills, with a leadership mindset.

• Highly organized and able to manage multiple tasks and priorities.

• Tech-savvy; comfortable using platforms like ClearCare/WellSky, Paychex, Microsoft Office, and similar tools.

• Ability to maintain confidentiality and act with discretion and professionalism.

All candidates must successfully complete a comprehensive background screening process. This includes fingerprinting and state registration as a home care aide, in compliance with state regulations. This process is mandatory for ensuring the safety and well-being of our clients and is not based on any discriminatory factors. The background check will be conducted post-job offer and is a condition of employment.

We are 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 or local laws.