Office & Care Team Manager

SUMMARY OF ROLE
Senior Helpers of Redlands Office and Care Team Manager plays an integral role by providing comprehensive administrative and operation support, as well as training and overseeing of the caregiving staff and the care coordination for our clients. This position supports caregivers by managing office operations, coordinating schedules, maintaining compliance records, and handling internal communications. The Office and Care Team Manager is a proactive problem-solver with strong organizational skills who helps ensure a high standard of service delivery and care quality across the company. This role combines responsibilities across recruiting, scheduling, and office administration to help ensure our clients receive exceptional service while supporting our growing team of caregivers.

ESSENTIAL DUTIES include but are not limited to:
Office & Administrative Support
• Serve as a primary point of contact for incoming calls, emails, and office inquiries.
• Maintain organized caregiver, client, and operational records.
• Assist with payroll preparation, timesheet review, and billing administration.
• Ensure documentation is accurate, complete, and compliant with company standards.
• Prepare welcome packets, onboarding materials, and other company documents.
• Monitor office supplies, equipment, and general administrative needs.
• Support leadership with special projects and operational initiatives.

Recruiting & Hiring
• Manage the full-cycle recruiting process, including sourcing, screening, AI interviewing, reference checks, and onboarding.
• Create and maintain job postings across multiple recruitment platforms.
• Build and maintain a pipeline of qualified caregiver candidates.
• Coordinate interviews and facilitate orientations and communicate effectively with applicants throughout the hiring process.
• Conduct background checks, reference checks, and pre-employment verification.
• Prepare and maintain caregiver files and onboarding documentation.
• Track recruiting metrics and recommend improvements to hiring processes.
• Represent the company at job fairs, networking events, and community recruiting initiatives.

Scheduling & Workforce Coordination
• Create, manage, and maintain employee schedules to ensure client and operational needs are met.
• Coordinate coverage for schedule changes, call-offs, emergencies, and last-minute staffing needs.
• Communicate schedule updates promptly and professionally with employees and clients.
• Monitor attendance, tardiness, call-outs, and schedule adherence.
• Assist leadership with forecasting staffing needs and "hiring for the void."
• Maintain accurate scheduling records within company software systems.
• Participate in the on-call rotation 2–3 days per week to assist with urgent scheduling matters.

Client & Employee Support
• Build strong relationships with caregivers, clients, and community partners.
• Address concerns professionally and work toward timely resolution.
• Maintain a high level of customer service and professionalism in all interactions.
• Collaborate with leadership to improve caregiver retention and client satisfaction.

KNOWLEDGE, SKILLS & ABILITIES
• Experience working with seniors and a passion for helping others.
• Professional and courteous communication skills.
• Commitment to professional and consistent management of employees.
• Familiarity with Federal & State wage & hour laws and general employment practices.
• Exceptional customer service skills and attention to detail.
• Excellent organizational capabilities and prioritization in a fast-paced environment.
• Ability to communicate effectively at all levels within the organization.
• Ability to work autonomously and understand when the Office Manager needs to be involved in decision making.
• Self-motivated, with a focus on professional development.
• Strong problem-solving and critical thinking skills.
• Ability to maintain confidentiality with sound decision-making skills based on company policies and philosophy.
• Ability to proactively prevent issues and suggest/implement office improvements.
• Proven ability to operate safely in the workplace, with experience in holding peers and direct reports accountable to safety standards.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent (GED) required
• Minimum 3 years related experience, including 1+ year management experience in non-medical home care or healthcare, caregiver experience a plus!
• Proven experience in office management, recruiting, HR on-boarding, sales, and home care operations
• Strong knowledge of state regulations for home care
• Excellent organizational skills, attention to detail, and ability to prioritize in fast-paced environments
• Exceptional interpersonal, verbal, and written communication skills
• Leadership mindset with adaptability, collaboration, and servant-leader approach
• Proficiency with Microsoft Office (Word, Excel, Outlook) and quick to learn new software (WellSky)
• Team player with a positive attitude and strong independent work ethic
• Valid driver's license with insurance; ability to work full-time in office with ability to visit clients’ homes within assigned territory
• Ability to pass a criminal background screen
  
  

Preferred Qualifications

• Associate’s degree or equivalent work experience; Bachelor’s degree strongly preferred
• More than 3 years of Home Care industry experience
• Bilingual fluency
• Familiarity with WellSky, recognition programs and the Senior Gems methodology
  
  
  
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