Home Care Office Manager - Right At Home Indianapolis West

JOB SUMMARY

The Office Manager is responsible for the overall management of the local office to ensure that it operates efficiently, remains profitable, and serves the needs of the local community. The Office Manager oversees daily office operations, including compliance with regulatory standards and the development of a strong client and caregiver relationship. This role involves planning and implementing the annual budget, team recruitment and retention, and ensuring client and employee satisfaction. They also guide the sales and marketing plan. A key function of this role is to ensure an effective caregiver-client match, facilitating a “best in home care” experience. This includes receiving and managing referrals, scheduling caregivers to clients, and handling payroll tasks. The Office Manager ensures all compliance with home care regulations and company policies. Plays an integral role in maintaining operational efficiency while fostering a positive, collaborative team environment.

ESSENTIAL FUNCTIONS

VERBAL COMMUNICATION

• Communicates effectively 1:1 and in group settings.

• Answers telephone and takes inquiries or messages in an upbeat, professional manner.

• Easily articulates vision and standards.

• Actively listens to clients and staff to understand their needs and respond appropriately.

• Keeps the team and Franchisee informed.

• Communicates information on overall business goals and quarterly objectives to the team.

• Demonstrates professional written communication through emails and reports.

• Maintains an ongoing liaison with clients, client families, company employees, and outside contractors.

ORGANIZATION

• Maximizes efficiency and cost-effectiveness in daily activities.

• Implements the policies and procedures of the company.

• Oversees scheduling, payroll processing, and human resource management tasks to ensure smooth office operations.

• Organizes and directs the administrative functions of the office, including budgeting, profit and loss management, accounting, data collection, record maintenance, and employment practices.

• Ensures the accuracy of public information materials and activities.

CUSTOMER FOCUS

• Responds promptly and courteously to all clients’ calls.

• Receives referrals and inquiries regarding the services provided by the company.

• Provides ongoing customer service to maintain high levels of client satisfaction.

ADAPTABILITY

• Assists with sales, marketing, and public relations efforts.

• Handles unexpected changes in client needs or caregiver availability with efficiency and professionalism.

JUDGMENT AND DECISION MAKING

• Maintains compliance with applicable laws and regulations and implements corrective action in response to reports or complaints from regulatory agencies, the client, or client family/representatives.

• Demonstrates consistent logic, rationality, and objectivity in decision-making.

• Achieves a balance between quick decisiveness and slower, more thorough approaches.

• Makes independent decisions while considering the well-being of both clients and caregivers.

• Shows common sense and anticipates the consequences of decisions.

RESOURCEFULNESS

• Arranges and negotiates services provided through contractual agreements.

• Seeks out and seizes opportunities to go beyond the “call of duty.”

• Passionately finds ways to surmount barriers.

• Action-oriented “doer” who achieves results despite circumstances.

CONFLICT MANAGEMENT

• Exhibits understanding of natural sources of conflict and acts to prevent or soften them.

• When conflicts emerge, effectively works through them to an optimum outcome.

• Does not suppress, ignore, or deny conflict.

COACHING AND TRAINING

• Creates a Retention Plan for each office team member.

• Actively and successfully trains team for current assignments.

• Coaches and develops the team for promotion into positions in which they succeed.

• Provides challenging assignments to enhance the current talents of team members.

• Applies coaching and training strategies to both office staff and caregivers.

TEAM BUILDING

• Achieves cohesive, effective, positive, and mutually supportive team spirit with team members.

• Nurtures a positive emotional and physical work environment.

• Communicates openly and builds honest relationships that allow for differences to be constructively resolved rather than ignored, suppressed, or denied.

• Treats team members fairly and shares credit.

EDUCATION / SKILLS / ABILITIES / AVAILABILITY

• High school graduate or equivalent with two years of management experience.

• Experience in healthcare or home care settings is preferred.

• Basic office, computer skills, and organizational abilities. Excellent interpersonal relations abilities. Excellent telephone skills.

• Knowledge of common medical terminology.

• Able to work independently, demonstrating sound judgment.

• Read, write, speak, and understand English as needed for the job.

• Experience with scheduling/payroll software (e.g., ClearCare) is preferred.

• Be available as required for on-call duty, expected one weekend per month.

WORKING ENVIRONMENT

• Works primarily out of the local office.

Send Resumes to hammad@everhomecares.com with subject "Office Manager Application"