Office Manager - Home Care

Office Manager

Amada Senior Care

Position Type: Full-Time | In-Person Position
Compensation: $30–$36 per hour, based on experience
Benefits: 401(k) with up to 4% company match, Paid Time Off, Mileage Reimbursement

About Amada Senior Care

Amada Senior Care is a growing non-medical home care company serving seniors and families throughout Northern Virginia. We are committed to providing exceptional care, outstanding customer service, and a supportive environment for both our clients and caregivers.

We are seeking a highly organized, dependable, and proactive Office Manager to oversee daily office operations and support employee onboarding, compliance, payroll administration, benefits administration, and other key administrative functions.

This position is ideal for someone with strong office management, healthcare administration, home care, home health, hospice, staffing, or related experience who enjoys working in a fast-paced environment and wearing multiple hats.

Position Overview

The Office Manager serves as a key member of our leadership team and is responsible for helping ensure the smooth day-to-day operation of the company.

This role combines office administration, employee onboarding, compliance management, payroll and benefits administration, caregiver support, invoicing assistance, and operational coordination.

The ideal candidate is highly organized, detail-oriented, professional, capable of working independently, and comfortable managing multiple priorities simultaneously.

This is a hands-on position in a growing home care company. The successful candidate must be willing to assist wherever needed to help support company operations, caregivers, clients, and office staff.

Responsibilities

Office Operations:

• Manage day-to-day office operations and administrative functions
• Answer and direct incoming phone calls professionally
• Help maintain office organization, office supplies, forms, operational systems, and administrative procedures
• Maintain spreadsheets, reports, databases, and operational tracking systems
• Assist management with special projects, operational initiatives, and company-wide administrative support

Employee Onboarding & Compliance:

• Coordinate and manage the employee onboarding process from start to finish, including offer letters, onboarding paperwork, I-9s, E-Verify, background checks, orientation scheduling, employee file creation, and ensuring all required documentation is completed before employees begin work
• Maintain employee records, onboarding documentation, and personnel files in an organized, accurate, and confidential manner
• Coordinate employee documentation and follow up on missing or incomplete paperwork
• Manage compliance tracking, including caregiver licenses, certifications, TB tests, background checks, training requirements, and expiration dates
• Ensure required employee documentation remains current and compliant
• Prepare, organize, scan, upload, and maintain electronic and physical documentation and personnel files
• Assist with audits, surveys, and regulatory documentation requests
• Help ensure company records, employee files, and compliance documentation remain accurate, complete, organized, and up to date

Payroll, Benefits & Employee Administration:

• Assist with payroll preparation, timesheet collection, payroll documentation, payroll audits, and PTO tracking
• Coordinate employee benefits administration, including health insurance, 401(k) enrollment, employee benefit changes, and related documentation
• Assist with 401(k) contribution administration and annual plan documentation
• Coordinate payroll-related documentation and employee benefit communications
• Assist with workers’ compensation claims, incident documentation, claim follow-up, and related administrative processes
• Assist with unemployment claims, documentation requests, and claim administration

Financial & Administrative Support:

• Assist with invoicing, billing support, payment tracking, and collections follow-up
• Coordinate with bookkeeping regarding invoices, payments, payroll-related documentation, and administrative financial tasks
• Assist with maintaining accurate operational and financial records

General Responsibilities:

• Support scheduling operations and caregiver communication as needed
• Communicate professionally with caregivers, clients, families, referral sources, vendors, and outside agencies
• Maintain professionalism, confidentiality, accountability, strong judgment, and attention to detail at all times
• Demonstrate flexibility and willingness to assist with responsibilities outside normal day-to-day duties when needed to support company operations
• Perform other administrative, operational, and support duties as assigned

Qualifications:

• Prior office management experience required
• Home care, home health, hospice, healthcare administration, staffing, senior care, or related industry experience strongly preferred
• Strong organizational, multitasking, and time-management skills
• Excellent verbal and written communication skills
• Ability to work independently and manage multiple priorities simultaneously
• Strong attention to detail and follow-through
• Professional, dependable, self-motivated, and solution-oriented
• Experience with employee onboarding, compliance tracking, employee documentation, payroll administration, or benefits administration preferred
• Experience with payroll systems, scheduling software, HR systems, or home care software preferred
• Proficiency with Microsoft Office, Outlook, Word, Excel, and standard office technology
• Ability to maintain confidentiality and handle sensitive information appropriately

Compensation & Benefits:

• $30–$36 per hour based on experience
• 401(k) plan with up to 4% company match
• Paid time off
• Mileage reimbursement for approved business travel
• Supportive and team-oriented work environment
• Opportunity for long-term growth and advancement

Pay: $30.00 - $36.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Referral program
• Retirement plan

Education:

• Bachelor's (Required)

Experience:

• Office Management: 2 years (Required)

Work Location: In person

Salary : $30 - $36