Office Manager

Job Description

Job Description

Company: LuxeCare of the Carolinas
Location: Greenville, NC
Job Type: Full-Time
Schedule: Monday–Thursday, 9:00 AM–5:00 PM; Friday, 9:00 AM–1:00 PM
Pay: $19.00 per hour equivalent
Industry: Non-Medical Home Care

About LuxeCare of the Carolinas

LuxeCare of the Carolinas is a growing non-medical home care agency serving clients throughout Pitt, Wayne, and surrounding areas. We are committed to providing dependable, compassionate, and professional care while maintaining a supportive environment for our clients, caregivers, and office staff.

Experience Care the Luxe Way!

Position Summary

We are seeking an organized, dependable, professional, and motivated Office Manager to oversee the day-to-day administrative operations of our home care agency.

The Office Manager will work closely with the Agency Director and Service Supervisor and will play an important role in client admissions, caregiver onboarding, scheduling, documentation, payroll preparation, billing support, compliance, and general office operations.

The ideal candidate is detail-oriented, comfortable working independently, able to maintain confidential information, and capable of managing multiple priorities in a fast-paced home care environment.

Key Responsibilities

• Manage daily administrative operations of the agency.
• Answer and route incoming phone calls, emails, and client inquiries professionally.
• Assist prospective clients and families with the intake and admission process.
• Maintain accurate client and employee files.
• Ensure required admission documents, service agreements, care documentation, and supporting records are completed and properly filed.
• Assist with Medicaid and private-pay client onboarding and administrative documentation.
• Assist with billing preparation, payment tracking, and account documentation.
• Monitor EVV documentation and follow up on missing or incorrect caregiver visits/time entries.
• Review caregiver timesheets and payroll information before payroll processing.
• Assist with weekly payroll preparation using Gusto.
• Coordinate caregiver schedules and help maintain adequate staffing for client cases.
• Contact employees regarding open shifts, call-outs, schedule changes, and documentation issues.
• Assist with interviewing, hiring, onboarding, and orientation of new caregivers.
• Track employee credentials, background checks, training, competency documentation, and other required personnel records.
• Monitor upcoming expirations and notify management and employees when updated documentation is required.
• Maintain organized electronic and physical personnel and client records.
• Assist with audits and ensure required documentation is available and organized.
• Maintain confidentiality of client, employee, and company information.
• Communicate professionally with clients, families, caregivers, referral sources, and members of the management team.
• Assist management with reports, spreadsheets, correspondence, forms, and other administrative duties.
• Support marketing and referral activities when needed.
• Maintain office supplies and ensure the office remains organized and professional.
• Report client, staffing, compliance, payroll, or operational concerns to the Agency Director promptly.
• Perform additional administrative duties as assigned by the Agency Director.

Qualifications

• High school diploma or GED required.
• Previous office management, administrative, healthcare, home care, assisted living, or similar experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong computer and data-entry skills.
• Comfortable using email, online scheduling systems, spreadsheets, electronic documentation systems, and payroll software.
• Experience with Gusto, EVV systems, Medicaid billing, or home care operations is a plus.
• Ability to maintain confidential information.
• Ability to work independently and follow established policies and procedures.
• Must be dependable, professional, punctual, and detail-oriented.
• Must be able to pass required background screening and drug screening.

What We’re Looking For

We are looking for someone who takes ownership of their position and understands that organization and communication are essential to running a successful home care agency. The right candidate will be proactive, willing to learn, comfortable communicating with caregivers and clients, and able to identify problems before they become larger issues.

This position is ideal for someone who enjoys being the person who keeps the office organized and ensures that the administrative side of the agency runs smoothly.

Equal Opportunity

LuxeCare of the Carolinas is an equal opportunity employer. Employment decisions are made based on qualifications, experience, performance, and the needs of the agency without unlawful discrimination.