Office Manager
Office Manager
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Job Description
Office Manager Job Description
LaPlata Maryland
Reports to: Owners
Objective
The Office Manager oversees all daytoday operations of the territories office integrating client care management caregiver scheduling and administrative support into one cohesive role. This position ensures the delivery of consistent highquality home care services while maintaining smooth internal workflows and compliance with organizational standards.
This is a parttime position. As the company grows and restructures the role will transition to fulltime and salary compensation. Exceptional performance will be essential throughout these multiple changes.
Primary Responsibilities
Office Administration & Operations
- Maintain organized office operations including supply management filing systems and data entry.
- Answer all incoming phone calls including service inquiry calls and direct them appropriately.
- Follow up on all service leads in a timely professional manner to meet conversion targets and support business growth.
- Ensure compliance with all company policies licensing requirements and applicable state regulations.
- Monitor and maintain accurate caregiver records certifications and training documentation.
- Serve as the point person for administrative coordination and communication among office staff.
Client & Care Team Oversight
- Manage and support a team of caregivers ensuring proper documentation onboarding orientation and ongoing performance management.
- Conduct and document client onboarding calls reassessments and satisfaction checkins.
- Communicate regularly with clients and families to ensure care plans meet their expectations and changing needs.
- Respond professionally to caregiver or client issues resolving concerns with empathy and urgency.
- Support client retention through excellent service followup and relationship management.
- Monitor and coordinate special correspondence for clients and caregivers including birthdays holidays and appreciation milestones.
Scheduling & Staffing
- Oversee daily and weekly caregiver schedules to ensure all shifts are covered efficiently and clients receive uninterrupted care.
- Handle callouts shift changes and emergency scheduling with minimal disruption to service.
- Monitor caregiver availability match skills with client needs and proactively fill open shifts.
- Collaborate with caregivers to maintain a reliable and dependable work environment that promotes retention.
Human Resources Support
- Assist with recruiting interviewing and hiring caregivers and office staff.
- Conduct initial caregiver orientations and support ongoing training and coaching.
- Track and ensure completion of caregiver reviews and probationary evaluations.
- Maintain confidentiality of employee records and sensitive personnel information.
Quality Assurance & Compliance
- Maintain and update all client and caregiver files in care management software.
- Track service quality metrics such as visit compliance documentation accuracy and customer satisfaction.
- Assist in internal audits and reports related to scheduling care delivery and client/caregiver communications.
Financial & Reporting Support
- Approve and verify caregiver timesheets for payroll accuracy.
- Ensure proper invoicing by validating scheduling and visit documentation.
- Monitor and report key office performance indicators to the Owners.
- Support budgeting forecasting and vendor coordination as directed.
Qualifications
Experience
- Minimum 1 years in a healthcare/home care and office management role (required).
- Experience in scheduling team management or care coordination strongly preferred.
- General HR
- Some sales experience
Education
- High school diploma or GED.
- Associates or Bachelors degree in Business Healthcare Administration or related field.
Skills
- Excellent verbal and written communication skills.
- Strong time management multitasking and organizational abilities.
- Proficiency with Microsoft Office (Word Excel PowerPoint Outlook) and care scheduling platforms.
- Ability to maintain confidentiality professionalism and composure under pressure.
Attributes
- Compassionate dependable and solutionsoriented.
- Collaborative leadership style with a teamfirst mindset.
- Strong attention to detail with the ability to prioritize
- Adaptability and strong interpersonal skills.
- Being a Military Spouse We are proud partners with the Military Spouse Employment Partnership.
Work Environment
Parttime inoffice position during regular business hours (with occasional oncall or afterhours availability).
Some lifting bending or moving office materials general housekeeping and occasional local travel for client visits or events
Required Experience:
IC
Employment Type
Part-Time
