What are the responsibilities and job description for the Office Manager position at A Pineywoods Home Health Care Inc?
Office Manager Job Summary:
Oversees corporate office reception, coordinates property management, supports accounts payable processing, and assists with human resources and administrative functions. The ideal candidate is a highly organized, discreet, and a proactive professional who thrives in a fast-paced healthcare environment and takes pride in creating an office culture that reflects the agency's commitment to a care beyond compare.
Reports to: CEO, CCO, CFO, Controller, HR Director
Essential Functions: Reception Oversight
- Supervise and support reception staff, ensuring all patients, medical personnel, and community partners are professionally and promptly assisted
- Oversee incoming and outgoing communications phone calls, email, mail and deliveries
- Maintain office supply inventory and manage vendor relationships for office equipment and supplies
- Serve as the first point of escalation for administrative issues arising at an office
- Oversee reception personnel
- Ensure office environment is organized, professional, and compliant with agency standards
Property Management
- Coordinate Property Technician for routine maintenance, repairs, and inspections for agency office locations and company assets including leased equipment
- Serve as the primary liaison with landlords, property managers, and contracted maintenance vendors
- Maintain records of leases, service agreements, and facilityrelated contracts
- Coordinate any office relocations, buildouts, or space modifications as needed
- Oversee property management personnel and vendor management
Accounts Payable
- Assist with the processing and tracking of vendor invoices, ensuring timely and accurate payment
- Code and route invoices to appropriate cost centers in accordance with agency financial policies
Maintain organized accounts payable files and support month-end reconciliation processes
- Communicate with vendors regarding billing questions, discrepancies, and payment status
- Support the finance team with special projects and reporting as needed
Human Resources
- Serve as a point of contact for general HR inquiries, escalating sensitive matters to the HR Director.
- Assist our onboarding team with logistics for new employees, including workspace setup, badge and systems access, and orientation scheduling
- Maintain organized and confidential clinical contractor vendor files in compliance with state and federal requirements
- Assist with payroll tasks including data collection
- Managing internal employee training including scheduling, support with material preparation, educational speakers, and speaker setup.
- Oversee employee appreciation programs
- Assist our inhouse recruiters with online job posting support, interview coordination, preemployment screenings, and onboarding preparations.
Qualifications:
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred
- Minimum 3 years of office management or administrative leadership experience, preferably in a healthcare or social service setting
Skills:
- Demonstrated experience supporting accounts payable, HR functions, or both
- Proficient in Microsoft Office Suite; experience with webbased applications
- Experience with navigating online portals, electronic health records (EHR/EMR) systems; comfortable operating in a digitally driven administrative environment
- Strong written and verbal communication skills
- Strong people skills for patient communications and corporate team support
- Proven ability to handle confidential information with discretion and professionalism
- Ability to manage multiple priorities simultaneously in a deadlinedriven environment
About A Pineywoods Home Health Care Inc
For over 30 years, the Pineywoods family of healthcare companies built its reputation on delivering care to tens of thousands of elderly patients across East Texas. We have grown by investing in thousands of healthcare professionals — skilled nurses, therapists, social workers, and personal attendants — who show up every day to serve those who need it most. In recent years, the Naranjo family deepened our commitment to our employees and our community by bringing in the next generation of technology, leadership, and healthcare resources. We are committed to being the best family of post-acute healthcare organizations for our patients, delivering the highest quality of care, and serving as the employer of choice for the dedicated professionals who make that care possible.