Office Manager

Senior Helpers Parent Account; Niles (IL); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Paid Time Off

Life Insurance

Pay On Demand

Bonus structure

Varied Discount Programs

Job summary

Senior Helpers of Northwest Chicago in Niles, IL seeks an Office Manager to lead the office team, coordinate general activities, assist with billing and payroll, and support other departments while safeguarding client privacy and records.

The role emphasizes strong communication, teamwork, and process improvement with a focus on delivering high-quality in-home senior care services. Health benefits and growth opportunities are highlighted.

Qualifications

• Minimum of two years in an office managerial setting.
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures.
• Team player with strong written and verbal communication and client interaction skills.

Responsibilities

• Lead and coordinate office activities and support billing and payroll tasks.
• Maintain physical and electronic files with confidentiality and accuracy.
• Assist with caregiver and HR onboarding and training processes.
• Process invoices, accounts receivable and payable, and ensure timely payments.
• Monitor time sheets and support scheduling; prepare reports and KPIs.
• Prepare client and caregiver welcome packets and maintain filing systems.
• Provide exceptional customer service and manage client inquiries.

Skills

Office management

Communication skills

Team leadership

CRM software

Tools

CRM system

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.

About Us:

Senior Helpers of Northwest Chicago in Niles, IL, is a leader in non-medical home care services in the Chicagoland area. We are committed to enhancing the lives of our clients and their families, we deliver compassionate and professional care. Our team is dedicated to making a positive impact on the lives of those we serve.

Why Work for Senior Helpers of Northwest Chicago (Niles, IL Office)?

• 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.
• Growth opportunities: Our leadership is invested in the growth of the team and company, leading to bigger opportunities.

Examples of Job Duties:

Customer Service

• Answering calls: Answer and screen incoming inquiries with exceptional courtesy, immediately projecting the brand's commitment to professional, warm, and elite care.
• Lead capture & funnel entry: Dynamically enter client inquiries into the designated home care CRM system, managing prospect information with immediate follow-up rigor.
• Collateral assembly: Prepare, organize, and promptly distribute high-quality Client Welcome Packets, prospect information, and care communication materials.
• Customer relations: Cultivate and maintain positive customer relations by providing outstanding service, addressing client inquiries, and resolving concerns promptly and efficiently.
• Client assessments:Schedule and coordinate client assessments, demonstrating a proactive approach in facilitating client interactions and ensuring their needs are met efficiently.
• Filing compliance:Manage an organized and secure filing system in strict compliance with regulations, ensuring confidentiality and accuracy of client records.
• Client visits:Assist with visiting clients and caregivers as needed to solicit feedback and develop plans to improve client services and caregiver job satisfaction.
• Track key performance indicators: Track, input, and analyze performance data for the office and develop reports as requested. Proactively identify, communicate, and implement areas of potential improvement.

Billing – Accounts Receivable & Payable

• Invoices: Ensure invoices are completed accurately, timely, and according to company policy.
• Record management: Maintain all necessary records related to Long Term Care (LTC) and Medicaid/Governmental programs.
• Monitor employee rates: Monitor employee pay rates and hours to ensure accuracy. Comply with garnishments as required.
• Accounts receivable: Recording incoming checks and monitoring the outstanding receivables on a continual basis to make sure accounts receivable are not behind. Follow up on receivables per company policy.

General Office Duties

• Light cleaning: Light cleaning of the office.
• Office supplies replenishment: Monitor and replenish office supplies as necessary, ensuring smooth office operations.

HR: Caregiver Sourcing, Recruiting & Orientations

• Applicant tracking life cycle: Manage the Hireology pipeline by posting open positions, monitoring applicant flow, and organizing the interviewing matrix to build a continuous caregiver talent pool.
• Caregiver training: Assist in caregiver training and onboarding processes, facilitating a smooth integration for new team members.
• Vetting compliance: Conduct thorough professional reference verifications and mandate criminal background screenings before confirming employment status.
• Onboarding deployment: Prepare complete new-hire packets, distribute Employee Handbooks, ensure all state and regulatory employment documentation is signed/filed properly, and assist with caregiver orientation.

Payroll & Recruitment

• Time sheet verification: Collect and organisetime sheets and verify/reconcile against scheduling calendar in home care software; track late, missing, and incorrect time sheets.
• Payroll: Complete caregiver and internal payroll according to schedule.
• Billing: Assist with billing and payroll functions to meet company deadlines.
• Reference checks: Complete caregiver reference checks and criminal background checks
• New hire packets: Create new hire packets and employee handbooks.

Clerical:

• Welcome packets: Prepare client and caregiver files including Care Plan Binders, Client Welcome Packets, Employment Paperwork, and other documentation.
• Mail sortation: Perform general office functions such as sorting mail, data input, and file maintenance, ensuring all information is properly filed, organized, and easily accessible.

Job Qualifications:

• Minimum of two years in an office managerial setting
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures
• Team player, excellent verbal and written communication skills, adaptable in different situations, possesses excellent client interaction skills.

Job Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off
• Life Insurance
• Pay On Demand
• Bonus structure
• Varied Discount Programs

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.