Office Manager

Job Description

Job Description

Visiting Angels is looking for an Office Manager to join our team in our Bridgeport, WV office. The Office Manager is responsible for overseeing the general administrative functions and any events or activities in the office.

The ideal candidate will have prior administrative experience working in an office supporting multiple levels of employees. He / she greets visitors and should present an accessible and approachable tone as well as have excellent communication skills. The ideal candidate has a healthy initiative and can anticipate needs.

Principal Accountabilities and Essential Functions :

The Office Manager has supervisor and management accountability for the following functions / tasks :

• Direct and coordinate the day to day operations of Visiting Angels consistent with company goals and objectives.
• Primary point of contact for office-related inquires.
• Develop and implement office policies, procedures and workflows to improve efficiency and quality.
• Recruit / hire / supervise / counsel staff and conduct annual performance evaluations.
• Schedule meetings and appointments; provide reminders to staff about important upcoming events.
• Organize the office layout; order supplies, when needed.
• Provide basic IT and technology support.
• Assist with the implementation and maintenance of office software and hardware solutions.
• Maintain employee records and ensure compliance with HR policies, state and federal regulations.
• Coordinate employee training programs and professional developed initiatives.
• Manage contracts and price negotiations with vendors and service providers.
• Provide general support to office visitors. Assist in the on-boarding process for new hires, including phones, email setup, computers, etc.
• Plan in-house or off-site activities such as conferences and celebrations.
• Provide staff direction through general meetings, outlining clear expectations and accountabilities.
• Prepare managerial reports according to required timelines (include weekly and monthly reports).
• Respond to on-call evening and weekend demands, as directed. Maintain on-call materials current with client information, instructions, and directions, current roster of care and list of active direct care staff. Prepare and maintain the on-call log and client / employee records. Manage calls according to company policies.
• Respond to emergency situations professionally and calmly.
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain absolute confidentiality of all information pertaining to clients, including client's families and other employees.
• Make timely, well-informed and appropriate decisions by examining all the relevant and available facts; explore alternatives and commit to action.
• Support change and communicate about it positively with employees.
• Demonstrate self-motivation, self-direction, and organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Ability to communicate effectively with co-workers, leadership team, supervisors, clients and family, ability to listen without imposing personal values or beliefs.
• Engage in constructive problem solving and the exploration of new ideas.
• Build and maintain strong relationships with clients, client's family members and caregivers through frequent communication and addressing concerns promptly.
• Strictly comply with all laws, rules and regulations.
• Work independently and proactively with minimal direction and / or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources.
• Provide timely and effective feedback to the management.
• Maintain regular and predictable attendance.
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines with managing interruptions.
• Practice excellent conceptual thinking skills with the capacity to analyze complex issues that are sensitive in nature. Effective conflict resolution and solution implementation.

Required Job Knowledge and Skills :

Physical / Environmental Demands :

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