Office Manager

Lead your office team to success! As our Office Manager, we will depend on you to coordinate general office activities, assist with billing and payroll, maintain physical and electronic files, and support other departments as needed.

About Us:

Senior Helpers of Woodbridge is a reputable provider of non-medical home care services. Committed to enhancing the lives of our clients and their families, we deliver compassionate and professional care. Our team is dedicated to making a positive impact on the lives of those we serve.

Why Work for Senior Helpers of Woodbridge ?

• Great Place to Work® Certified
• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging.
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony.

Job Summary:

As our Office Manager, you will be the cornerstone of our office operations. Your role will be pivotal in ensuring the seamless functioning of our administrative processes. From scheduling and customer service to compliance management, you will play a crucial part in upholding our commitment to exceptional service.

Job Duties:

Customer Service

• Cultivate and maintain positive customer relations by providing outstanding service, addressing client inquiries, and resolving concerns promptly and efficiently
• Schedule and coordinate client assessments, demonstrating a proactive approach in facilitating client interactions and ensuring their needs are met efficiently
• Ensure all communication is sent in a timely manner according to policy
• Answer and screen incoming phone calls in a pleasant, courteous manner
• Input client leads into home care software and create and send client welcome packets and prospect information

Billing – Accounts Receivable & Payable

• Ensure invoices are completed accurately, timely, and according to company policy
• Maintain all necessary records related to Long Term Care (LTC) and Medicaid/Governmental programs
• Monitor employee pay rates and hours to ensure accuracy. Comply with garnishments as required
• Recording incoming checks and monitoring the outstanding receivables on a continual basis to make sure accounts receivable are not behind. Follow up on receivables per company policy
• Record incoming bills and invoices and allocate to the correct month. Pay invoices according to the due date

Payroll, Recruitment & Onboarding

• Collect and organize timesheets and verify/reconcile against scheduling calendar in home care software; track late, missing, and incorrect timesheets
• Complete caregiver and internal payroll according to schedule
• Assist with billing and payroll functions to meet company deadlines
• Review timesheets for any significant change in client status and indicate them in the caregiver notes section and properly document the information
• Complete caregiver reference checks and criminal background checks
• Create new hire packets and employee handbook
• Verify complete caregiver information in the file after hiring
• Input caregiver information into home care software
• Assist in caregiver training and onboarding processes, facilitating a smooth integration for new team members

Clerical:

• Manage an organized and secure filing system in strict compliance with regulations, ensuring confidentiality and accuracy of client records
• Prepare client and caregiver files including Care Plan Binders, Client Welcome Packets, Employment Paperwork, and other documentation
• Perform general office functions such as sorting mail, data input, and file maintenance, ensuring all information is properly filed, organized, and easily accessible
• Complete other duties and responsibilities as assigned

          Job Qualifications:

• Minimum of two years in an office managerial setting
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures
• Team player, excellent verbal and written communication skills, adaptable in different situations, possesses excellent client interaction skills

          Job Benefits:

• Paid Time Off and Company Holidays
• Direct Deposit and Pay On Demand Options     
• Employee Referral Bonus Program
• Varied Discount Programs
• Competitive pay based on experience and qualifications
• Job Type: Full-time
• Expected Hours: 40 per week
• Work Schedule: Day shift. No evenings or weekends 

Pay Range: $25.00 - $27.00 per hour 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk; sit and use hands. The employee is occasionally required to stand.  

Location:

This position is based in Woodbridge, NJ. Candidates must reliably commute or plan to relocate before starting work.

About Senior Helpers:

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.

We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.