HR & Office Manager for Home Care Business

Job Description

Job Description

Benefits:

• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources
• 401(k)
• Competitive salary
• Dental insurance
• Free food & snacks

HR & Office Manager for Home Care Business
$65,000 $75,000/year
Full-Time | Salaried | On-Site | Yorba Linda, CA

About Us

Homewatch CareGivers of Yorba Linda is a locally owned and operated home care company serving seniors, adults, and families throughout North Orange County and surrounding communities. We provide non-medical in-home care that helps clients remain safe, independent, and comfortable in their homes.

We are a hands-on, high-accountability company in an industry where details matter. Our clients and caregivers depend on us to communicate clearly, follow through, stay organized, and do the right thing even when things get busy.

We are growing and strengthening our office structure, and we are looking for someone who can help manage the caregiver side of our business with consistency, accountability, and follow-through.

Position Summary

We are hiring an HR & Office Manager to help lead the employee and caregiver operations side of our home care office. This role will oversee caregiver hiring, onboarding, compliance, employee files, caregiver communication, payroll and billing support, office administration, on-call coordination, and caregiver performance management.

This is a key management role for someone who enjoys people, process, accountability, and fast-moving operations. The right person is organized, calm under pressure, confident making decisions, and comfortable managing caregivers through both positive support and difficult conversations.

This position reports to the Director of Operations and works closely with the Scheduler, Care Manager, recruiting partner, sales team, and ownership.

Key Responsibilities

Caregiver Hiring, Recruiting & Onboarding

Partner with our recruiting vendor, who will provide first-level candidate sourcing and screening.

Conduct second-level caregiver interviews and determine whether candidates are a strong fit for the company.

Make caregiver hiring decisions in alignment with company standards and operational needs.

Coordinate caregiver onboarding from offer through start of care.

Ensure new hires complete all required documentation, training, background requirements, and compliance steps before beginning work.

Communicate clearly with applicants and new hires throughout the hiring and onboarding process.

Help improve caregiver hiring speed, quality, professionalism, and retention.

Caregiver Management & Employee Relations

Serve as a key point of contact for caregiver questions, concerns, attendance issues, documentation issues, and workplace expectations.

Coach caregivers on performance, attendance, communication, reliability, and professionalism.

Issue or assist with caregiver corrective actions, disciplinary documentation, and separations when needed.

Participate in caregiver termination decisions when appropriate.

Document caregiver concerns, incidents, call-offs, performance issues, and follow-up actions.

Support a professional caregiver culture built on accountability, respect, and clear communication.

Conduct caregiver check-ins and help identify concerns before they become larger problems.

Compliance, Employee Files & Audit Readiness

Own caregiver file completion and compliance readiness.

Maintain accurate, organized, audit-ready employee files.

Track and maintain required documents, including I-9s, TB tests, HCA registration, identification, auto insurance, drivers license, training records, MVRs, and other compliance items.

Monitor expirations and follow up before documents become overdue.

Help prepare the office for internal, franchise, state, or compliance audits.

Maintain weekly compliance tracking and report concerns to the Director of Operations.

Ensure documentation is accurate, timely, and complete.

Payroll, Billing & Operational Support

Assist with payroll preparation, timesheet review, missed punches, corrections, and supporting documentation.

Support billing and invoicing preparation, including reviewing schedules, notes, and payroll/billing discrepancies.

Help reconcile scheduling records with payroll and billing needs.

Escalate issues timely to the Director of Operations, Scheduler, or ownership.

Assist with long-term care insurance billing and documentation as needed.

Maintain administrative checklists and recurring office workflows.

Phones, Office Flow & Caregiver Communication

Serve as one of the first points of contact for incoming calls, caregivers, applicants, visitors, and general office communication.

Communicate regularly with caregivers regarding onboarding, compliance items, scheduling questions, documentation, and general support.

Route client, family, caregiver, and referral source calls appropriately.

Help maintain a professional, calm, and responsive office environment.

Support daily office flow and assist with urgent operational needs as they arise.

Sales & Client Support

Provide administrative support to the sales and business development team.

Help prepare referral packets, mailers, event materials, and follow-up items.

Assist with CRM updates, lead entry, and sales support tasks as needed.

Support client-related administrative tasks when needed.

Help ensure strong handoffs between sales, scheduling, care management, and caregiver operations.

What We Are Looking For

We are looking for someone who is:

Highly organized and detail-oriented.

Comfortable making decisions and owning outcomes.

Strong on the phone and comfortable speaking with caregivers, applicants, families, and team members.

Professional, calm, and steady under pressure.

Able to manage multiple priorities in a fast-paced small office.

Comfortable holding caregivers accountable while still treating people with respect.

Strong with follow-through, documentation, and deadlines.

Able to maintain confidentiality with employee, client, and business information.

Willing to ask questions, clarify expectations, and communicate early when something is unclear.

Comfortable reporting to and working closely with the Director of Operations.

Strong with basic technology, email, Microsoft Office, online systems, and documentation.

Honest, reliable, and committed to doing the job the right way.

Preferred Experience

HR manager, HR coordinator, staffing manager, recruiting manager, office manager, caregiver manager, scheduling manager, or operations management experience.

Experience in home care, senior care, healthcare, medical office, staffing, hospice, assisted living, or a service-based business.

Experience hiring, onboarding, coaching, documenting, and separating employees.

Experience with employee files, onboarding, compliance, payroll, billing, scheduling, or caregiver/employee communication.

Familiarity with California employment documentation, I-9s, TB requirements, HCA registration, training records, caregiver onboarding, or home care compliance is strongly preferred.

Experience with systems such as Kantime, Paychex, Microsoft 365, CRM platforms, scheduling software, or applicant tracking systems is a plus.

Requirements

Prior HR, staffing, office management, healthcare, home care, or operations experience.

Strong communication skills, both written and verbal.

Ability to work full-time, on-site in Yorba Linda, CA.

Ability to participate in the office on-call rotation.

Strong follow-through and attention to detail.

Ability to handle confidential employee, client, and business information.

Ability to pass required background checks.

Valid drivers license and reliable transportation preferred.

Compensation

$70,000 $78,050 per year , depending on experience and fit.

This is a full-time, salaried position. Participation in the office on-call rotation is required.

Benefits

We offer a line of employee benefits, including:

Wellness benefits

Dental insurance

Vision insurance

Legal plan

Disability insurance

Life insurance

Employee discount programs

Paid sick time

Paid vacation/PTO

Paid holidays after eligibility requirements are met

Please note: We do not currently offer a traditional health insurance/medical insurance program .

How to Apply

Please submit your resume and a brief note explaining why this role interests you and what experience you have with HR, caregiver hiring, onboarding, compliance, payroll, billing, scheduling, employee relations, or office operations.