Office Manager, Encino

Job Description

Job Description

Senior Helpers South Valley, voted Best Place to Work 7 years in a row, is part of a trusted, multi-unit home care franchise dedicated to providing compassionate, high-quality in-home care to seniors in the San Fernando Valley. We're looking for an experienced, detail-oriented Office Manager to lead caregiver hiring, compliance, and record-keeping for our growing team.

Position Summary

The Office Manager plays a critical role in ensuring our caregiver workforce is fully staffed, properly trained, and compliant with California home care regulations. This position answers to the Director of Operations and the Owner, and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Schedule

• Monday – Friday, 9:00 AM – 5:30 PM
• Some weekend availability required
• Participation in on-call rotation required

Key Responsibilities

Recruiting & Hiring

• Manage the hiring, sourcing, screening, and interviewing of caregiver candidates
• Conduct new caregiver orientation and onboarding
• Coordinate and track pre-employment background checks
• Manage caregiver HR including corrective behavior and terminations

Compliance & Record-Keeping

• Maintain accurate, up-to-date caregiver personnel files
• Track and ensure timely completion of state-mandated training, including annual training requirements
• Monitor Home Care Aide (HCA) registration status through California's Guardian system
• Track TB test results and renewal deadlines
• Monitor background check status and renewals through Guardian
• Ensure ongoing compliance with California home care licensing and labor regulations
• Track timecards, clock-ins, and clock-outs, and payroll

Administrative

• Maintain caregiver schedules and records in WellSky
• Prepare reports related to staffing, compliance, and caregiver status
• Support office operations using Microsoft Office (Word, Excel, Outlook)
• Participate in on-call rotation to support caregivers and clients as needed
• Assist with other administrative duties as needed
• Track KPIs
• Follow HIPAA and Compliance Regulations

Qualifications

Required:

• High school diploma or equivalent
• Proven experience in an office management, HR, or administrative role, preferably in home care, healthcare, or a related field
• Strong knowledge of the home care industry
• Experience with compliance tracking (training, licensing, background checks)
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Excellent organizational skills and attention to detail
• Strong interpersonal and communication skills
• Valid driver's license and reliable transportation (some travel required)
• Legal authorization to work in the United States
• Ability to pass a pre-employment background check
• Availability for occasional weekend work and on-call rotation

Preferred:

• Bachelor's degree
• Experience with WellSky software
• Prior caregiver experience
• Familiarity with California's Guardian system for HCA registration and background checks

What We Offer

• Competitive pay based on experience
• Vacation Days
• Access to Medical and Dental Benefits
• Paid Time Off
• Supportive team environment
• Opportunity to make a meaningful impact in the lives of seniors and families in our community