Office Manager – Senior Home Care

Position Purpose

The Office Manager oversees daily administrative and operational functions across two office territories and the Residential Assisted Living (RAL) home.

Primary responsibilities

• Recruiting & Retention
• Scheduling Operations
• On-Call Schedule Management
• Compliance with state and program regulations (SO, VA, etc.)

Secondary responsibilities

• Marketing support
• Backup for payroll and billing
• Backup support for Client Wellness Manager

Key Responsibilities

Agency Operations & Leadership

• Oversee daily operations across both territories and the RAL
• Act as the main point of contact for office-related needs
• Develop and improve policies, procedures, and workflows
• Lead team meetings and set clear expectations and priorities

Recruiting, Retention & Team Management

• Recruit, hire, train, and manage staff
• Conduct performance reviews and provide coaching
• Maintain employee records and ensure HR compliance
• Support employee development and retention initiatives

Scheduling Operations

• Oversee scheduling to ensure consistent client care
• Reduce open shifts, missed shifts, and last-minute changes
• Improve staffing reliability through proactive planning

On-Call & After-Hours Coverage

• Manage on-call schedules (evenings, weekends, holidays)
• Participate in on-call rotation
• Handle urgent client and caregiver issues
• Document and escalate issues as needed

Compliance & Reporting

• Ensure compliance with all applicable laws and programs
• Complete and submit weekly and monthly reports
• Maintain audit readiness across offices and RAL

Office Administration & Support

• Schedule meetings and manage calendars
• Maintain office organization and supplies
• Provide basic IT and systems support
• Manage vendor relationships and contracts
• Support onboarding (equipment, system access, etc.)
• Cook up team events and activities

Backup Payroll & Billing

• Support payroll processing (time/mileage verification, issue resolution)
• Support billing processes and resolve discrepancies

Key Performance Metrics (KPIs)

Recruiting & Retention

• Applicant-to-hire conversion rate
• Time-to-hire
• 30/60/90-day retention
• Overall caregiver retention
• % of open shifts at start of week

Scheduling & Coverage

• Shift fill rate
• Missed shift rate
• Late start rate
• Continuity of care (caregivers per client)

On-Call Performance

• Response time
• Repeat issues within 30 days

Compliance & Operations

• Audit scores
• Documentation timeliness
• Incident reporting timeliness
• Regulatory readiness

Operational Support

• Continuity of operations (no missed deadlines during absences)

Qualifications

• Associate’s degree in Business Management (preferred)
• 1+ year experience in home care (preferred)
• Proficiency in Google Sheets, Gmail, Google Docs, Wellsky, (Clearcare), Podium, and Paycor (Preferred)
• Strong communication and organizational skills
• Reliable transportation
• Ability to meet all compliance and screening requirements