Office Manager

Senior Helpers; Duncanville (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive Pay

Paid Time Off

Limited Voluntary Benefits

Job summary

Senior Helpers of Southwest Dallas seeks a proactive Office Manager to coordinate daily office activities, assist with billing and payroll, and support other departments in a caregiving-focused environment.

You will manage client communications, scheduling, and staff onboarding, while ensuring HIPAA compliance and accurate record-keeping in a fast-paced home health setting.

Qualifications

• High School Diploma or equivalent.
• Minimum 2 years of progressive experience in office management, healthcare administration, or staffing/scheduling.
• Experience with computers, Microsoft Office, and scheduling systems; WellSky experience highly desired.
• Demonstrated success in recruiting, hiring, and onboarding staff; knowledge of local regulations preferred.
• Excellent organizational skills with ability to manage multiple priorities in a fast-paced environment.
• Ability to pass background check and other pre-employment screenings.
• Valid Texas driver’s license and insurance.
• Must meet state requirements for Caregiver services.
• Must have safe and reliable transportation to client locations.

Responsibilities

• Acts as primary communication link between clients, caregivers, and the office; handles inquiries with professionalism and empathy.
• Supports scheduling by filling shifts promptly and minimizing service disruptions.
• Provides regular updates to management on staffing, scheduling, and business needs.
• May serve as a Caregiver backup when needed.
• Drives caregiver recruitment and onboarding; ensures proper training and readiness to serve clients.
• Processes payroll-related tasks including time sheets and payroll deadlines.
• Handles accounts payable/receivable tasks, invoicing, and collections per company policy.
• Maintains confidentiality and HIPAA compliance; manages LTC/Medicaid/government program records.
• Performs clerical duties including filing, mail processing, and transcription.

Job description

Lead your office team to success! As our Office Manager, we will depend on you to coordinate general office activities, assist with billing and payroll, maintain physical and electronic files, and support other departments as needed.

Why Work for Senior Helpers of Southwest Dallas?

• Great Place to Work® Certified
• 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.

Reports To: Owner

What Will Our Office Manager Do?

Customer Service

• Serves as a key communication link between clients, caregivers, and the office by handling incoming calls with professionalism, empathy, and problem-solving. Appropriately resolves inquiries or complaints, and/or directs the caller to the appropriate party.
• Supports scheduling by filling shifts promptly and minimizing disruptions in our client services.
• Provides regular updates to management on staffing, scheduling, and business needs.
• Can function as a Caregiver as a backup for the business when needed.

Payroll & Recruitment

• Drives caregiver recruitment and on-boarding, ensuring proper training and readiness to serve clients.
• Processes and supports payroll operations, including collecting, reviewing, and reconciling time sheets against schedules, tracking and resolving discrepancies, documenting significant changes as required, and ensuring accurate and timely payroll processing in accordance with company deadlines.

Billing - Accounts Receivable & Payable

• Process and record accounts payable and accounts receivable transactions, including invoicing, incoming payments, invoice coding, period allocation, monitoring outstanding balances, and ensuring timely collections and payments in accordance with company policies.

Clerical

• Maintains appropriate confidentiality levels and ensures HIPAA compliance in all aspects of the position.
• Maintains all necessary records related to Long Term Care (LTC) and Medicaid/Governmental programs.
• Performs computer, typing, transcriptions and filing duties as required.
• Handles all incoming mail; sorts and appropriately directs it to the intended recipients.

We Would Like Our Office Manager to Have these Minimum Qualifications:

• High School Diploma or equivalent.
• Minimum 2 years of progressive experience in office management, healthcare administration, or staffing/scheduling.
• Experience with computers, computer software (Microsoft Office applications) and other relevant forms of technology, including the use of email. Proficiency with scheduling systems and related record-keeping a plus. Experience using WellSky highly desired.
• Demonstrated success in recruiting, hiring, and on-boarding staff. Strong knowledge of state and local regulations pertaining to recruitment and hiring preferred.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to successfully pass a background check and other pre-employment screenings.
• Must have a valid and current Texas state driver’s license and insurance.
• Must meet state requirements for Caregiver services.
• Must have safe and reliable transportation to go to and from the client’s location and/or facilities and have a vehicle available during assignments in order to assist clients with shopping needs if required.
• Must be available to work various shifts, including nights, weekends, and holidays.

Experience:

• Management experience in home health or related program: 1 year (Required)
• Direct health care service delivery: 1 year (Required)

Job Benefits:

• Competitive Pay
• Paid Time Off
• Limited Voluntary Benefits

About Senior Helpers:

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations 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 laws.