Office Manager

Senior Helpers Parent Account; Portsmouth (VA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Short-term & Long-term Disability

Paid Time Off

Pay On Demand

Varied Discount Programs

Job summary

Senior Helpers of Suffolk is seeking an Office Manager to coordinate general office activities, assist with billing and payroll, and support other departments in a dynamic home care environment.

You will lead clerical tasks, oversee client and caregiver records, and ensure accurate invoicing and timely payroll processing. This role values independence, strong communication, and a hands-on approach to diverse office duties.

Qualifications

• Minimum of two years in an office managerial setting.
• Pleasant and effective communication with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures.
• Team player with excellent verbal and written communication skills.

Responsibilities

• Input client leads into home care software and create/send client welcome packets and prospect information.
• Ensure invoices are completed accurately, timely, and according to policy.
• Maintain records related to LTC and Government programs.
• Monitor employee pay rates and hours; comply with garnishments as required.
• Record incoming checks and monitor receivables; follow up on receivables per policy.
• Collect and organize time sheets; verify against scheduling calendar; track late/missing/incorrect time sheets.
• Complete caregiver and internal payroll according to schedule; assist with billing/payroll deadlines.
• Review time sheets for changes in client status and document in caregiver notes.
• Complete caregiver reference checks and criminal background checks; create new hire packets and handbooks.
• Verify caregiver information in files after hiring; input into software.
• Prepare client and caregiver files; Care Plan Binders, Welcome Packets, Employment Paperwork.
• Perform general office functions: sorting mail, data input, and file maintenance.
• Complete other duties as assigned.

Skills

Office management

Communication

Team player

Verbal and written communication

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 Suffolk?

• Great Place to Work® Certified
• Autonomy—We encourage our team members’ independence and believe in our team's ability to complete their job duties without micromanagement.
• Task Variety—We provide an engaging workday that draws on your diverse skill sets to avoid monotony.

Job Duties:

Customer Service

• Ensure all communication is sent in a timely manner according to policy.
• Answer and screen incoming phone calls in a pleasant, courteous manner
• Input client leads into home care software and create and send client welcome packets and prospect information.

Billing – Accounts Receivable & Payable

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

Payroll & Recruitment

• Collect and organize time sheets and verify/reconcile against scheduling calendar in home care software; track late, missing, and incorrect time sheets.
• Complete caregiver and internal payroll according to schedule.
• Assist with billing and payroll functions to meet company deadlines.
• Review time sheets for any significant change in client status and indicate them in the caregiver notes section and properly document the information.
• Complete caregiver reference checks and criminal background checks
• Create new hire packets and employee handbooks.
• Verify complete caregiver information in the file after hiring.
• Input caregiver information into home care software

Clerical:

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

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
• Short-term & Long-term Disability
• Paid Time Off
• Pay On Demand
• 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 franchiser 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.