Office Manager

Join Us At Senior Helpers Of Grass Valley

Join us at an exciting time as we build our team dedicated to serving seniors and their families in our community! You'll play a key role in supporting the daily operations of our growing agency by creating an exceptional experience for our clients and caregivers while supporting the administrative operations that keep our office organized, efficient and running smoothly. Working closely alongside the owner, you'll become an integral part of the team helping support multiple areas of the business while contributing to the growth and long-term success of our agency. This is an ideal opportunity for someone who enjoys serving as the operational backbone of a growing business while bringing people, processes and technology together to help our team deliver exceptional care.

Why Work For Senior Helpers Of Grass Valley?

• Great Place To Work® Certified —Join a nationally recognized organization committed to creating a positive, supportive workspace where employees feel valued, respected and empowered to succeed.
• Meaningful Work —Be part of a mission that helps seniors remain safe, cared for and supported in the comfort of their own home while making a meaningful difference in the lives of the families we serve.
• Career Growth — As one of our first office team members, you'll have a unique opportunity to grow alongside our agency. As we grow, so can your skills, responsibilities and career opportunities.
• Team Culture —We believe the best care starts with a team that respects and supports one another, values open and honest communication, and works together toward a shared goal.

Key Responsibilities

Client and Family Support

• Serve as the welcoming first point of contact by answering incoming calls, greeting visitors, and responding to inquiries with enthusiasm, professionalism, compassion and courtesy.
• Guide prospective clients and families through the inquiry process by confidently answering questions, gathering pertinent information, providing solution-oriented support, scheduling in-home assessments and coordinating next steps.
• Assist with client onboarding, service agreements and required documentation by maintaining accurate records in our agency management software while preparing and distributing client welcome packets and other onboarding materials.

Caregiver Recruitment and Onboarding

• Assist with recruiting, interviewing, hiring and onboarding caregivers who reflect our values and commitment to exceptional care.
• Coordinate background and reference checks while creating new hire paperwork, employee handbooks and other onboarding materials.
• Coordinate enrollment and assign required training through our CareAcademy Training Platform, monitor training completion and compliance requirements and help ensure caregivers have the knowledge and resources needed to provide exceptional care.

Scheduling and Care Coordination:

• Create and manage caregiver schedules by matching caregivers to clients, coordinating schedule changes, and arranging coverage for open shifts during the agency's initial startup and growth phase.
• Communicate proactively with clients and caregivers regarding schedules, availability, service changes and other scheduling related needs.
• Maintain accurate scheduling records in Wellsky while balancing client needs, caregiver availability and operational priorities.

Billing and Payroll

• Assist with client billing and accounts payable/receivable while ensuring accuracy, timeliness, and compliance with company policies.
• Process invoices, record payments and maintain accurate financial records and supporting documentation.
• Prepare payroll for processing by verifying employee hours, resolving any discrepancies, ensuring accurate documentation and meeting payroll deadlines.

Qualifications

• Minimum of two years of office management or related administrative experience required.
• Previous experience in home care or healthcare is preferred but not required.
• Experience in one or more of the following areas is strongly preferred: scheduling, payroll, billing, human resources or employee recruitment.
• Strong computer skills with proficiency in Microsoft Office and the ability to quickly learn new technology and software platforms.
• Exceptional organizational skills with strong attention to detail and the ability to effectively manage multiple priorities.
• Excellent verbal and written communication skills with the ability to communicate confidently, professionally, and compassionately while building trusted relationships with clients, families, team members and community partners.
• Works well both independently and as part of a collaborative team, with a positive attitude and a willingness to step in wherever needed to support the success of the agency.
• Highly dependable with a strong work ethic and the ability to consistently follow through on commitments and responsibilities.
• Demonstrates professionalism, discretion and the ability to maintain confidentiality when handling sensitive client and employee information.

Benefits

• Competitive pay based on experience and qualifications.
• Paid training and ongoing professional development.
• Employee benefits available following the 90 day introductory period; benefit eligibility and details will be discussed during the interview process.

About Senior Helpers:

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's 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.