Office Manager

Office Manager at abby-care About the role Abby-care is looking for a dedicated Office Manager to join their West Springfield team and serve as the operational backbone of this busy care facility. This full-time, onsite position plays a vital role in creating a warm, organized, and efficient atmosphere for the families, caregivers, and instructors who depend on the center's services. As the first face visitors see and the first voice callers hear, you will be instrumental in shaping positive experiences while ensuring that behind-the-scenes operations run seamlessly. The ideal candidate thrives in dynamic environments where no two days look exactly alike and takes pride in being the go-to person who keeps everything running smoothly. Your contributions will directly support the training programs and care initiatives that make a meaningful difference in people's lives. Key facts Location: Springfield Engagement: Full-time Compensation: $24 - $30 per hour Team: Operations What you'll do Act as the welcoming first point of contact for everyone who visits or calls the West Springfield facility, greeting guests warmly, answering questions, and directing people to the appropriate resources or team members with professionalism and care. Collect and communicate feedback, concerns, and observations from families to the relevant supervisors and management personnel, ensuring that important information reaches decision-makers quickly and accurately. Lead informational sessions with parents and guardians to walk them through training procedures, answer their questions about what to expect, and guide them through the enrollment process on the Circle platform. Manage the offboarding and discharge process for caregivers, handling all necessary paperwork and coordination to ensure transitions happen smoothly and respectfully for all parties involved. Oversee inventory management for office supplies and essential materials, tracking stock levels, placing orders as needed, and maintaining productive relationships with vendors to ensure the facility never runs short of what it needs. Coordinate scheduling logistics and communicate regularly with facilities contacts to guarantee that the site is properly prepared and equipped for all planned activities, meetings, and training sessions. Support parent enrollment in required training programs and educational coursework, providing guidance and assistance to ensure families complete all necessary steps in a timely manner. Collaborate closely with instructors to prepare the office space and gather all required materials for skills labs, ensuring that training sessions can proceed without delays or missing resources. Compile and organize admission binders containing all necessary documentation for Registered Nurses to use during their Start-of-Care visits, ensuring accuracy and completeness before delivery. Produce caregiver identification badges following lab completion, carefully assembling and packaging them before mailing them out promptly to ensure caregivers receive their credentials without unnecessary delays. Maintain organized filing systems and accurate records across multiple platforms, ensuring that documentation is easy to locate and audit-ready at all times. Troubleshoot day-to-day operational challenges as they arise, using resourcefulness and sound judgment to resolve issues independently whenever possible. Requirements Between two and five or more years of hands-on experience in office coordination, operations management, customer service, or comparable roles, ideally gained within fast-moving services industries, healthcare organizations, or startup environments. Availability and commitment to work full-time hours onsite at the West Springfield location five days per week, with consistent punctuality and dependable attendance. Outstanding interpersonal and communication abilities across all channels including email correspondence, telephone conversations, and face-to-face interactions, with particular sensitivity when engaging with families navigating complex care circumstances. Exceptional organizational capabilities and meticulous attention to detail, with proven ability to juggle multiple competing priorities and manage time effectively under pressure. Working proficiency with Google Workspace applications, comfort with basic spreadsheet functions, and familiarity with customer relationship management platforms such as Salesforce for entering data and tracking interactions. A proactive, resourceful mindset with willingness to roll up your sleeves and tackle any task that needs doing, approaching problems with a solution-focused attitude. Nice to have Fluency in Spanish in addition to English, enabling effective communication with a broader range of families and community members. Previous experience working specifically in pediatric care, home health, or family services settings. Familiarity with medical terminology or healthcare administrative processes. Experience coordinating training programs or educational workshops. Skills & tools Google Workspace (Docs, Sheets, Gmail, Calendar) Spreadsheet management and data entry Customer relationship management platforms (Salesforce or similar) Circle platform for enrollment management General office equipment and supply management Practical notes Compensation packages are designed to be competitive and reflect the meaningful impact your work has on families and the organization. Comprehensive health benefits are available, including medical, dental, and vision coverage options featuring a zero-deductible PPO plan along with company-funded Health Savings Account contributions, plus employer-paid life insurance and disability coverage. Team members enjoy generous paid time off in addition to ten paid company holidays throughout the year. Additional financial benefits include HSA contributions from the employer, optional Flexible Spending Account and commuter benefit programs, and full coverage of all 401(k) account administrative fees, though an employer match is not currently part of the package. Paid parental leave is offered to support employees who are welcoming new additions to their families. All employment offers are contingent upon successful completion of a comprehensive background check, satisfactory professional references, and submission of all required documentation. Abby Care may utilize automated decision-making tools during initial candidate screening and matching processes, however all final hiring determinations involve thorough human review and consideration. #J-18808-Ljbffr abby-care