Office & Operations Manager

Senior Helpers; Pennsville Township (NJ); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

401(k) retirement plan

LifeMart discounts

Jiffy Lube employee discounts

Professional development & training

Career advancement opportunities

Job summary

Senior Helpers of Bridgeton is seeking an Office & Operations Manager to oversee daily office operations, coordinate caregiver recruitment and scheduling, and support client communications. The role focuses on building efficient processes, owning responsibilities, and growing into a key operational leader as the agency expands.

The candidate should thrive in a fast-paced environment, be organized, and genuinely care about improving the lives of clients and families in Cumberland and Salem

Qualifications

• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Comfortable learning scheduling platforms and business systems.
• Ability to complete background checks and screenings.

Responsibilities

• Oversee daily office operations and ensure efficient workflows.
• Coordinate caregiver recruitment, onboarding, and scheduling.
• Support client communications and maintain HIPAA-compliant records.
• Assist with billing, invoicing, and payroll prep; support agency activities.
• Identify opportunities to improve efficiency and service quality.

Skills

Communication

MS Office

Scheduling systems

Background checks

Team coordination

Education

Associate's or Bachelor's in business/healthcare/HR

Tools

Microsoft Office Suite

Job description

About Us

At Senior Helpers of Bridgeton, our mission is to provide compassionate, high-quality in-home care that allows seniors to age safely, comfortably, and independently in their own homes.

We believe exceptional care starts with exceptional people. As part of the Senior Helpers franchise network, recognized as a Great Place to Work, we are committed to creating a supportive environment where caregivers, clients, and employees feel valued.

As we launch and grow our presence across Cumberland and Salem Counties, we are looking for a motivated, organized, and people-focused Office & Operations Manager to help build and manage our daily operations.

About the Role

The Office & Operations Manager will work closely with the owner to oversee daily office operations, coordinate caregiver recruitment and scheduling, support client communications, and ensure the agency operates efficiently.

We are looking for someone who takes initiative, enjoys solving problems, thrives in a fast-paced environment, and genuinely cares about making a difference in people's lives.

This is more than an administrative position. We are seeking someone who can take ownership of responsibilities, build effective processes, and grow into a key operational leader as our agency expands.

Key Responsibilities

1. Caregiver Recruitment & Onboarding

• Coordinate the caregiver recruitment process, including reviewing applications, scheduling interviews, and communicating with candidates.
• Facilitate new-hire onboarding, orientation, training coordination, and required documentation.
• Ensure caregiver employment records, background checks, certifications, and other required paperwork are properly maintained.
• Support caregiver engagement and retention initiatives, including employee recognition and appreciation programs.
• Maintain positive relationships with caregivers and serve as a reliable resource for their questions and concerns.

2. Caregiver Scheduling & Coordination

• Coordinate caregiver schedules to ensure consistent and reliable client coverage.
• Monitor caregiver availability, time-off requests, and scheduling changes.
• Proactively address callouts, staffing gaps, and last-minute scheduling challenges.
• Communicate scheduling updates to caregivers, clients, and families as needed.
• Work closely with the owner to anticipate staffing needs as the client base grows.
• Maintain accurate scheduling and caregiver records in the agency's management system.

3. Client Experience & Communications

• Serve as a welcoming and professional point of contact for prospective clients, existing clients, and their families.
• Respond promptly to incoming phone calls, emails, and general inquiries.
• Support new-client intake, onboarding, and welcome communications.
• Maintain regular communication with clients and families to support a positive care experience.
• Coordinate with caregivers and the owner to address client concerns and service-related issues.
• Maintain accurate, confidential client records in accordance with HIPAA, where applicable, and other relevant privacy requirements.

4. Office Administration & Daily Operations

• Oversee daily office activities to ensure smooth, organized, and efficient operations.
• Maintain employee files, client records, office supplies, and administrative systems.
• Assist with billing, invoicing, payroll preparation, and basic financial administration.
• Coordinate caregiver training sessions, staff meetings, and other agency activities.
• Identify opportunities to improve efficiency, communication, and service quality.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Minimum of three years of relevant professional experience in office administration, operations, staffing, scheduling, human resources, or a related field.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Comfortable learning new technology, scheduling platforms, and business management systems.
• Ability to successfully complete required background checks and pre-employment screening.

Preferred Qualifications

• Previous experience in home care, healthcare administration, staffing, or a service-oriented business.
• Experience recruiting, onboarding, or scheduling employees.
• Familiarity with caregiver management or home care scheduling software.
• Associate's or bachelor's degree in business administration, healthcare administration, human resources, or a related field.

Compensation & Benefits

• Competitive hourly compensation of $23–$25, based on experience.
• 401(k) retirement plan, subject to plan eligibility.
• Employee discounts through LifeMart.
• Jiffy Lube employee discount program.
• Professional development and training opportunities.
• Opportunity for career advancement as the agency grows.

Equal Employment Opportunity

Senior Helpers of Bridgeton is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.