Office Manager

Senior Helpers; Pelham (AL); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Competitive salary

Paid vacation

401(k) plan

Pay Advance

Life insurance

LifeMart discounts

Job summary

Senior Helpers of Pelham, AL is seeking an experienced Office Manager to oversee daily office operations and support caregivers and clients. The role requires sharp, detail-oriented, high-energy professionals who can manage scheduling, payroll input, and records with integrity.

You will coordinate staff, assist with recruitment and onboarding, handle client communications, build reports, and contribute to process improvements.

Qualifications

• Prior Office Manager experience strongly preferred.
• Experience in management, recruiting and HR onboarding activities in home health or medical services required.
• Caregiver or health care industry experience is a plus.
• Excellent organizational skills and the ability to prioritize in a changing, fast-paced environment.
• Ability to maintain confidentiality with sound decision-making based on policies.
• Exceptional customer service and communication skills.
• Professional and courteous in tone and information delivery.
• Ability to proactively prevent issues and suggest improvements.
• Proficiency in Word, Excel, Internet, and Outlook; quick learner of other software.
• Ability to work independently and as part of a team.

Responsibilities

• Manage daily office operations to maintain a professional workplace.
• Schedule and coordinate caregiver staff based on assessments and care plans.
• Respond quickly to scheduling conflicts, emergencies and call outs; finalize the next schedule.
• Collect time sheets and route payroll data; maintain employee records.
• Assist with recruitment, hiring, and onboarding of caregivers.
• Answer calls and provide information to potential clients; resolve issues for current clients.
• Visit clients and caregivers to gather feedback and improve services and staff satisfaction.
• Help create caregiver and client appreciation and referral programs.
• Ensure client invoices are accurate and timely per policy.
• Create welcome, onboarding, and training packets and staff handbooks.
• Track performance data and generate reports; identify improvement opportunities.
• Perform on-call duties and other administrative tasks.

Skills

Office management

Scheduling

HR onboarding

Payroll administration

Customer service

Confidentiality

Organization

Communication skills

Teamwork

Tools

MS Word

Excel

Outlook

Internet

Job description

Senior Helpers of Pelham, AL is a non-medical in-home care service provider committed to providing the highest quality care to the elderly community. We are seeking an experienced and professional Office Manager to join our team. We are in need of a sharp, detail-oriented, high-energy individual who is determined and able to exceed expectations with the upmost compassion and integrity. We offer supportive team environment and tremendous growth potential. Your contributions will truly make a difference in people’s lives.

Reports To: Owner

Primary Responsibilities

• Manage the daily operations of the office, ensuring that a professional workplace is maintained.
• Schedule and coordinate caregiver staff based on assessment and care plan information for clients.
• Quickly and appropriately respond to situations where scheduling conflicts, emergencies and/or “call outs” arise. Complete the company schedule for the next business day/weekend before leaving at the end of each day.
• Collect time sheets and pass on to the owner to complete caregiver and internal payroll according to schedule. Maintain and update database of employees.
• Assist with the recruitment, hiring, and on-boarding process for caregivers.
• Assist with answering telephone calls, providing information to potential clients and solving problems for current clients.
• Assist with visiting clients and caregivers as needed to solicit feedback and develop plans to improve client services and caregiver job satisfaction.
• Assist with creating and implementing the caregiver and client appreciation and referral programs.
• Ensure that client invoices are completed accurately, timely and according to company policy.
• Create client welcome packets, prospective client packets, new hire packets, employee handbooks, client and caregiver birthday cards and thank you notes.
• Track, input, and analyze performance data for the office and develop reports as requested. Proactively identify, communicate, and implement areas of potential improvement.
• Perform on call duties as assigned. Perform other administrative and office tasks, as requested

Qualifications

• Previous Office Manager experience strongly preferred
• Experience in management, recruiting and HR on-boarding activities in home health or medical services required.
• Prior health care industry and/or Caregiver experience is a plus.
• Excellent organizational skills, attention to detail, and the ability to prioritize in a changing and fast-paced environment.
• Ability to maintain confidentiality with sound decision-making skills based on company policies and philosophy.
• Exceptional and verifiable customer service skills and experience.
• Professional and courteous in tone and information delivery.
• Ability to proactively prevent issues and suggest/implement office improvements.
• Proficiency in Microsoft Word, Excel, Internet, and Outlook with the ability to learn other software programs quickly.
• Exceptional verbal and written communication skills.
• Ability to work independently and as part of a team.

Benefits

• Competitive salary ranging from $19.00/hr- $21.00/hr based on experience and qualifications.
• Paid vacation and holidays.
• Option for 401(k) plan.
• ZayZoon- Pay Advance - Get paid same-day
• Employer-Paid Life Insurance.
• Job Type: Full-time
• Expected Hours: 40 per week
• Work Schedule: Day shift
• Access to an employee discount marketplace on travel, entertainment, and retail (LifeMart)

Location

• This position is based in Pelham, AL. Candidates must reliably commute or plan to relocate before starting work.

Equal Opportunity Employer

Senior Helpers of Pelham is an equal-opportunity employer and encourages candidates from diverse backgrounds to apply.