Office Manager

POSITION PURPOSE:
The Office Manager is responsible for managing the administrative activities and day-today- operations of the office. The Office Manager reports to:     Co-CEO’s     .

SUPERVISION EXERCISED: Office Employees, currently 4 employees.

SALARY AND BENEFTIS: 

• Salary (85,000-105,000) + Commission Plan
  • Exact salary based on experience and qualifications 
• 401K
• Year End Bonus 
• Career path for future growth and advancement 

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:
The Office Manager has supervisor and management accountability for the follow functions/tasks:

• Direct and coordinate the day to day operations of the Agency consistent with company goals and objectives.

• Primary point of contact for office - related inquiries.
• Participate in the daily phone reception.
• Ensure consistent phone coverage, manage lunch schedules and office PTO schedule.
• Utilize WellSky electronic record system to document interactions with caregivers, client phone calls, client visits and all family interactions.
• Scheduling of caregivers to client cases, as this is the main function of our business.
• Work closely with Director of Care and Director of Human Resources to ensure quality care and caregiver retention.
• Develop and implement office policies, procedures and workflows to improve efficiency and quality.
• Recruit/hire/supervise/counsel staff and conduct annual performance evaluations.
• Schedule meetings and appointments; provide reminders to staff about important upcoming events.
• Organize the office layout; order office supplies, when needed.
• Provide basic IT and technology support.
• Assist with the implementation and maintenance of office software and hardware solutions.
• Maintain employee records and ensure compliance with HR policies, state and federal regulations.
• Coordinate employee training programs and professional develop initaives.
• Manage contracts and price negotiations with vendors and service providers.
• Provide general support to office visitors. Assist in the onboarding process for new hires, including phones, email setup, computers, etc.
• Provide staff direction through general meetings, outlining clear expectations and accountabilities. 
• Maximize resources and utilizing Key Performance Indicators (KPIs) to measure and manage progress.
• Ensure on-call policies and procedures are current and effective. Manage batphone calendar.
• Participate in weekly and weekend on-call rotation, as directed.
• Respond to emergency situations professionally and calmly.
• Monitor and assess the delivery of care to the client population using tools such as satisfaction surveys and visits where applicable. 
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain absolute confidentiality of all information pertaining to clients, including client’s families and other employees.
• Make timely, well-informed and appropriate decisions by examining all the relevant and available facts; explore alternatives and commit to action.
• Support change and communicate about it positively with employees.
• Demonstrate self-motivation, self-direction, organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Ability to communicate effectively with co-workers, leadership team, supervisors, clients and family, ability to listen without imposing personal values or beliefs.
• Engage in constructive problem solving and the exploration of new ideas.
• Build and maintain strong relationships with clients, client’s family members and caregivers through frequent communication and addressing concerns promptly.
• Ensure compliance with all laws, rules and regulations.
• Work independently and proactively with minimal direction and/or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources.
• Provide timely and effective feedback to the management.
• Maintain regular and predictable attendance.
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.
• Ensure completion of timesheet protocol. 
• Demonstrate a strong commitment to client service excellence.
• Practice excellent conceptual thinking skills with the capacity to analyze complex issues that are sensitive in nature.  Effective conflict resolution and solution implementation.

• Associate or Bachelor’s degree in Business Management or Healthcare, preferred.
• Minimum of one year experience in the home care industry, preferred
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other industry-related software. 
• Ability to listen and communicate clearly, fluently, diplomatically – both orally and in writing.
• Must have reliable transportation.

• Must be able to lift, push or pull items weighing up to 10 lbs.  
• Must be able to perform tasks involving a combination of sitting, standing, bending, reaching, stooping, walking, twisting, and climbing stairs.
• Must be able to see and hear or use prosthetics that enable these senses to function adequately to fully meet the requirements of this position. 

OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position.  Duties, responsibilities, and activities may change at any time with or without notice. Every employee is required to follow all additional policies, procedures, and rules, as set forth by the Company, which are subject to change.

​​​​​​​Our office is located at: 1266 E Main St #700r, Stamford, CT 06902
To be considered for this position please apply to this job posting. 

INDSTA3