Part Time Office Manager for Home Care Agency

Job Description

Job Description

Benefits:

• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Training & development
• Referral Bonus
• License reimbursement

About Staying HomeCare

Staying HomeCare is a California-licensed Home Care Organization (HCO License #194701215) serving the LA Westside and South Bay, providing concierge-level private duty home care through our SHC Signature Care Program, including Elder Care, Ability Care, and Recovery and Transition Care. Our mission is to deliver exceptional, personalized care that allows clients to remain safely and comfortably at home, supported by families who trust us completely.

We are a boutique, relationship-first agency. Every client, caregiver, and family member matters. We are growing and looking for a detail-oriented, tech-savvy office manager who can help us run a seamless operation behind the scenes.

The Role

This is an on-site, part-time position based in El Segundo, CA, with approximately 15 to 25 hours per week, scaling with agency growth. You will be the operational backbone of Staying HomeCare, managing our core software systems, supporting caregiver onboarding and
scheduling, coordinating client communications, and keeping our back-office running smoothly. You will report directly to the agency owner.

This role is ideal for someone with prior home care or home health scheduling experience who is comfortable working independently, managing multiple platforms simultaneously, and taking initiative without being asked.

What You Will Manage

Scheduling and Operations (Home Care Management Software)

• Build and maintain caregiver schedules, manage recurring shifts, and handle exceptions and open visits
• Monitor electronic visit verification (EVV) clock-ins and flag late or missed visits in real time
• Maintain caregiver and client profiles, care plans, and documentation
• Run weekly performance dashboards and share key metrics with agency leadership
• Manage the family communication portal and ensure client families have current, accurate information

Billing and Bookkeeping (Accounting Software)

• Sync completed visit invoices from the scheduling system to the accounting platform
• Track accounts receivable and flag overdue balances
• Maintain organized records for private pay clients and coordinate with the agency owner on billing questions
• Support monthly financial reviews with accurate, up-to-date records

Caregiver Pipeline and Compliance (Applicant Tracking, Training, and Compliance Systems)

• Manage incoming caregiver applications through the agency applicant tracking system
• Coordinate pre-hire screening, onboarding paperwork, and orientation scheduling
• Track caregiver training completions and compliance status via the agency learning management system
• Administer the caregiver engagement and rewards program, ensuring timely recognition of milestones
• Monitor caregiver satisfaction survey results and flag retention risks

Client and Family Communications

• Serve as the primary point of contact for scheduling inquiries, shift changes, and logistical updates
• Coordinate family communications through the agency portal and email for scheduling and operational matters
• Liaise with the Care Manager to ensure scheduling reflects current care plans and client needs

What We Are Looking For

Required

• Minimum 2 years of experience in a home care, home health, or senior care agency in a scheduling, coordinator, or office management role
• Proficiency with home care management software, including scheduling, EVV, billing, and caregiver documentation systems
• Comfort with accounting software for basic invoicing and accounts receivable
• Strong organizational skills and the ability to manage multiple priorities independently
• Clear, professional written and verbal communication
• Reliable, self-directed, and responsive during agreed working hours
• Ability to work on-site in El Segundo, CA

Preferred

• Experience with caregiver training and compliance tracking platforms
• Familiarity with client and caregiver satisfaction survey tools
• Knowledge of California-specific home care compliance requirements and EVV standards
• Prior experience with a concierge or private-pay home care agency
• Experience supporting a small or growing agency through a startup or expansion phase