Office Manager

Job Description

Job Description

Benefits:

• Competitive salary
• Paid time off
• Training & development

Full-Time Operator (Office Manager)
Roles & Responsibilities
Assisting Hands Home Care

Reports to: Owners

Join a growing team and help us expand at Assisting Hands! We're seeking dedicated individuals to become an integral part of the Assisting Hands family. As we continue to grow, we need key players to provide exceptional care and support in the office.

Position Summary

The Full-Time Operator is responsible for the day-to-day operations and performance of the business. This role oversees staffing, scheduling, client services, compliance, client and caregiver experience, and internal systems. The Operator ensures that the office runs smoothly, cases are properly staffed, clients and caregivers are supported, standards are upheld, and the business is positioned for sustainable growth.

This role functions as the operational owner of the business and is accountable for execution, follow-through, and problem-solving across all departments.

Core Operational Responsibilities

Staffing & Scheduling

• Match appropriate caregivers to cases based on personality, availability, skills, and client needs.

• Ensure all client cases are fully staffed and arrange backup or substitute coverage as needed.

• Manage schedule changes, call-offs, coverage gaps, and urgent staffing needs.

• Maintain appropriate staffing levels to meet current and projected client demand.

• Oversee on-call coverage and participate in on-call rotation if required.

Caregiver Management

• Serve as the primary point of contact for caregivers.

• Address, investigate, and resolve caregiver issues, concerns, attendance problems, and performance matters.

• Provide coaching, counseling, and corrective action when needed.

• Assist with caregiver onboarding, training, and orientation.

• Support caregiver engagement, retention, and morale.

Client & Referral Partner Support

• Serve as point of contact for clients, families, case managers, and healthcare partners.

• Provide information about services to prospective clients and guide them through intake when needed.

• Ensure high levels of client satisfaction, responsiveness, and service quality.

• Resolve client concerns or service issues quickly and professionally.

Administrative & Systems Management

• Maintain accurate, up-to-date caregiver and client records.

• Oversee and maintain Axiscare data.

• Ensure shifts are verified and finalized correctly.

• Coordinate with payroll and billing to ensure hours, authorizations, and invoices are accurate.

• Ensure documentation, files, and records meet company and regulatory standards.

Financial & Performance Oversight

• Monitor labor utilization, overtime, and staffing efficiency.

• Ensure payroll accuracy and billing completeness.

• Track key operational metrics such as:
  • Filled vs unfilled hours

  • Caregiver turnover

  • Client retention

  • Revenue vs labor cost alignment

• Identify operational inefficiencies and implement improvements.

Compliance & Quality Assurance

• Ensure compliance with state regulations, franchise standards, and company policies.

• Support audits, surveys, and inspections as needed.

• Ensure caregiver credentials, certifications, and training remain current.

• Maintain consistent service quality and adherence to care standards.

Leadership & Culture

• Set expectations for professionalism, accountability, and service excellence.

• Model company values and reinforce them with the team.

• Foster a culture of ownership, responsiveness, and continuous improvement.

• Communicate clearly and consistently with ownership and leadership.

Process Improvement & Growth Support

• Identify process gaps and recommend improvements.

• Assist in implementing new systems, tools, or procedures.

• Make sure systems, staffing, and processes can handle growth as the business brings on more clients.

• Partner with sales/marketing and leadership to ensure new clients can be staffed and supported effectively.

Qualifications (recommended)

• 2+ years in healthcare operations, staffing, scheduling, or care coordination preferred.

• Strong organizational and problem-solving skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Excellent communication and relationship-management skills.

• High attention to detail and accuracy.

• Ability to work independently and take ownership of outcomes.

Bottom Line Accountability

The Full-Time Operator is accountable for:

• Cases being staffed

• Clients being happy

• Caregivers being supported and held accountable

• Systems being accurate (Axiscare)

• Compliance being maintained

• Problems being solved

• And the business running smoothly day-to-day

This role ensures the business functions effectively so ownership can focus on growth, strategy, and long-term direction.