Office Manager

Senior Helpers Thousand Oaks; Thousand Oaks (CA); On-site; Full time

Job summary

An established industry player is seeking an Office Manager to lead day-to-day operations in a dynamic healthcare environment. This pivotal role requires a compassionate leader who excels in organization and communication, ensuring smooth office functions and compliance processes. You will collaborate closely with the Owner to implement strategies that enhance operational efficiency and foster a positive workplace culture. If you're passionate about supporting seniors and have a strong background in office management, this opportunity offers a fulfilling career path where your contributions can make a real difference in the community.

Qualifications

• 7+ years of office management experience, preferably in healthcare or home care.
• Strong interpersonal skills and a compassionate approach to leadership.

Responsibilities

• Oversee daily office operations and maintain a professional environment.
• Manage caregiver recruiting, onboarding, and compliance processes.

Skills

Office Management

Interpersonal Skills

Communication Skills

Organizational Skills

Tech-Savvy

Leadership Mindset

Education

7+ years in Office Management

Experience in Healthcare/Home Care

Tools

ClearCare/WellSky

Paychex

Microsoft Office

Job description

1 week ago Be among the first 25 applicants

Senior Helpers Thousand Oaks provided pay range

This range is provided by Senior Helpers Thousand Oaks. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$24.00/hr - $29.00/hr

Helping seniors Aging homeOwner at Senior Helpers Thousand Oaks

Job Overview:

The Office Manager is a central leadership role responsible for ensuring that our day-to-day operations, HR functions, compliance processes, and client support systems run with precision and care. We’re looking for someone who is organized, tech-savvy, people-focused, and committed to excellence. The ideal candidate is someone who leads with empathy, builds trust, and thrives in dynamic environments. This position works directly with the Owner to help execute strategy, improve processes, and foster a high-performance, mission-aligned culture.

Key Responsibilities:

Office & Administration

1. Oversee daily office operations and maintain a smooth, professional environment.
2. Coordinate office supplies, mail, vendor relationships, and digital/physical records management.
3. Organize internal team events and external community engagements to strengthen our presence and reputation.

HR & Compliance

1. Manage caregiver recruiting, onboarding, and compliance processes from start to finish.
2. Conduct interviews and occasionally lead onboarding for new office or field staff.
3. Maintain up-to-date and compliant employee files; monitor license/certification status.
4. Promote a positive culture and high morale among staff and caregivers.

Scheduling & Labor Management

1. Support the Scheduling Coordinator to ensure efficient staffing and client satisfaction.
2. Monitor labor costs and overtime to control expenses while maintaining quality care.
3. Maintain and improve gross margins across cases through effective staff planning.
4. Review timesheets, process payroll using Paychex, and coordinate invoicing and collections.
5. Ensure billing accuracy and documentation for long-term care (LTC) clients.
6. Handle contracts, account setups, and billing for state/government programs, etc.

Strategic Support

1. Collaborate with the Owner on growth strategies, operational improvements, and goal tracking.
2. Participate in KPI reporting and business reviews to ensure targets are met.
3. Lead weekly and monthly team meetings to review priorities, address challenges, and drive results.
4. Track and present key performance metrics to ensure alignment and accountability across the team.

Qualifications:

1. 7+ years of experience in office management, preferably in healthcare, home care, or service-based operations.
2. Experience in home care operations, including caregiver recruiting, scheduling, payroll, compliance, and managing client or state contracts, etc.
3. Compassionate, empathetic, and genuinely passionate about their work and the people they support.
4. Strong interpersonal and communication skills, with a leadership mindset.
5. Highly organized and able to manage multiple tasks and priorities.
6. Tech-savvy; comfortable using platforms like ClearCare/WellSky, Paychex, Microsoft Office, and similar tools.
7. Ability to maintain confidentiality and act with discretion and professionalism.

All candidates must successfully complete a comprehensive background screening process. This includes fingerprinting and state registration as a home care aide, in compliance with state regulations. This process is mandatory for ensuring the safety and well-being of our clients and is not based on any discriminatory factors. The background check will be conducted post-job offer and is a condition of employment.

We are 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 or local laws.

Seniority level

Mid-Senior level

Employment type

Full-time

Industries

Hospitals and Health Care