Office Manager

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 Fairfield and New Haven

• Great Place to Work Certified
• AutonomyWe encourage our team members independence and believe in our team to complete their job duties without micromanaging.
• Task VarietyWe provide an engaging workday that uses your various skill sets to avoid monotony.

Examples of Job Duties:

The Office Manager oversees daily administrative operations across customer service billing accounts receivable and payable payroll recruitment onboarding office administration and staff accountability. This role ensures each department operates efficiently accurately and in compliance with company policies through consistent oversight coaching feedback process improvement and performance accountability.

• Oversee communication with clients families caregivers and referral sources to ensure messages follow-up and documentation are completed promptly professionally and according to company policy.
• Ensure incoming phone calls are answered screened documented and routed in a courteous accurate and efficient manner.
• Review incoming and outgoing phone calls on an ongoing basis to ensure proper call handling professional communication accurate information sharing and appropriate escalation of concerns.
• Provide timely coaching feedback and training based on call reviews to improve communication quality responsiveness professionalism and the overall client and caregiver experience.
• Monitor team adherence to phone-handling procedures including call documentation follow-up expectations and resolution of client caregiver and prospect inquiries.
• Oversee the client intake process by ensuring leads are accurately entered into home care software and that client welcome packets and prospect information are prepared and sent promptly.
• Promote a positive agency reputation by encouraging team members to appropriately request Google reviews from satisfied clients families caregivers and referral partners.
• Track review-request activity and hold team members accountable for supporting agency customer-service and reputation-management initiatives.

• Oversee billing processes to ensure invoices are completed accurately timely and in accordance with company policy.
• Maintain oversight of records related to Long-Term Care insurance Medicaid and other governmental programs to ensure accuracy completeness and compliance.
• Monitor employee pay rates approved hours deductions and garnishments to ensure payroll-related information is accurate and properly maintained.
• Oversee the recording of incoming checks and ongoing monitoring of outstanding receivables to ensure accounts remain current and collection follow-up is completed according to company policy.
• Ensure incoming bills and vendor invoices are accurately recorded allocated to the appropriate month and paid according to established due dates.
• Review billing receivable and payable workflows for accuracy and efficiency; identify recurring errors delays or gaps and implement corrective actions.
• Coach and hold staff accountable for timely documentation billing accuracy collections activity and adherence to financial procedures.

• Oversee the collection organization and reconciliation of caregiver and internal timesheets against scheduling records in home care software.
• Ensure late missing duplicate or inaccurate timesheets are identified addressed documented and resolved before payroll deadlines.
• Ensure caregiver and internal payroll are processed accurately and on schedule meeting all company deadlines and compliance requirements.
• Review timesheets for significant changes in client status service needs or care hours ensuring applicable observations are documented in caregiver notes and communicated for appropriate follow-up.
• Monitor payroll processes for trends or recurring discrepancies and provide coaching feedback and accountability to improve accuracy and timeliness.
• Maintain accountability for proper timekeeping approval processes corrections and payroll deadline compliance.

• Oversee recruitment and onboarding administrative processes to ensure caregiver hiring requirements are completed accurately promptly and in compliance with company standards.
• Ensure caregiver reference checks criminal background checks and all required pre-employment documentation are completed before caregivers begin work.
• Ensure new-hire packets employee handbooks and onboarding materials are current prepared distributed and used consistently.
• Verify that caregiver personnel files are complete and that all required documents are properly maintained following hire.
• Ensure caregiver information is accurately entered updated and maintained in home care software.
• Provide coaching and feedback to team members responsible for recruitment and onboarding holding staff accountable for timely completion of hiring documentation and compliance requirements.

• Partner with the Care Coordination team to monitor staffing levels and scheduling practices ensuring appropriate client coverage while minimizing avoidable overtime and other unnecessary labor costs that negatively affect profitability.
• Review overtime trends and identify contributing factors including scheduling gaps call-outs coverage practices and staffing shortages.
• Provide coaching feedback and accountability to Care Coordination staff to support efficient scheduling responsible staffing decisions and cost-control practices.
• Escalate recurring overtime staffing or scheduling concerns to agency leadership and recommend solutions that protect service quality while supporting profitability.

• Maintain regular punctual attendance and be present in the office during scheduled work hours Monday through Friday 9:00 a.m. to 5:00 p.m. unless otherwise approved by agency leadership.
• Ensure the office environment is clean organized professional and appropriately maintained to support efficient daily operations and a positive experience for staff clients families and visitors.
• Oversee office-supply inventory to ensure essential materials are adequately stocked properly stored and ordered in a timely and cost-effective manner.
• Coordinate office procedures administrative workflows and recordkeeping systems to maintain an orderly productive and compliant work environment.
• Monitor office equipment materials and operational needs; coordinate appropriate maintenance repair replacement or purchasing as needed.
• Occasionally attend off-site marketing recruitment networking community-outreach and agency events as needed to support agency visibility caregiver recruitment referral development and organizational goals.

• Establish clear expectations workflows performance standards and accountability measures for office staff and caregivers.
• Monitor departmental performance and operational metrics to identify inefficiencies service gaps compliance concerns and opportunities for improvement.
• Provide regular coaching training constructive feedback and support to strengthen staff performance and maintain consistent service standards.
• Hold office staff and caregivers accountable for performance attendance conduct documentation and policy violations through fair and consistent progressive discipline.
• Ensure coaching conversations verbal warnings written warnings performance-improvement plans and final disciplinary actions are documented promptly delivered in a timely manner and maintained in personnel files according to company policy and applicable employment requirements.
• Ensure disciplinary actions clearly identify the performance or conduct issue expected standard corrective action required and follow-up expectations.
• Collaborate with agency leadership and Human Resources as appropriate regarding significant performance concerns final warnings suspensions or termination recommendations.
• Hold team members accountable for accuracy timeliness professional communication documentation quality compliance and completion of assigned responsibilities.
• Develop and implement process improvements that strengthen office efficiency financial performance client satisfaction caregiver experience and overall agency operations.
• Collaborate with agency leadership and department leads to ensure office functions align with agency goals policies service expectations and financial objectives.

Examples of Job Benefits:

• 401(k) matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Short team & Long-term Disability
• Paid Time Off
• Life Insurance
• 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 nations 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.