Office Manager | Home Healthcare

Apollo Home Healthcare is seeking an Office Manager to join our Pleasanton, CA team. This role is the operational backbone of the office—ensuring smooth day-to-day execution while supporting both clinical and administrative teams in a fast-paced home healthcare environment.

Apollo is part of Obran Cooperative, a worker-owned healthcare organization building a better alternative to traditional healthcare employment. Our clinicians have a real voice, shared ownership, and a long-term stake in the organization.

As Office Manager, you’ll own core office operations -- from managing information flow and supplies, to supporting recruiting, onboarding, and compliance. You’ll play a key role in enabling high-quality patient care by keeping systems organized, efficient, and continuously improving. This is an on-site role reporting to the Executive Director/Administrator, working Monday–Friday, 9am–5pm.

What You'll Do

Office Operations & Experience

• Create and maintain a clean, organized, and welcoming office environment
• Serve as the front door of the office, greeting visitors and ensuring a positive experience for clinicians and guests
• Coordinate office upkeep with vendors, building management, and internal stakeholders

Mail & Information Flow

• Manage all incoming and outgoing mail
• Scan, triage, and route incoming mail to the right people quickly and accurately
• Track and escalate time-sensitive documents to ensure nothing falls through the cracks

Supplies & Field Support

• Own inventory of medical supplies, ensuring clinicians and patients have what they need, when they need it
• Coordinate supply distribution and delivery to field staff
• Order and maintain office supplies to enhance day-to-day operations

Recruiting & Onboarding Support

• Support recruiting operations (interview scheduling, candidate coordination, pipeline tracking)
• Help deliver a smooth, welcoming onboarding experience for new hires, including in-person onboarding when needed
• Partner with HR and clinical leadership to ensure new team members are set up for success

Compliance & Administrative Operations

• Collaborate with team to maintain office compliance across licenses, credentialing, and HR documentation
• Help ensure documentation is audit-ready, organized, and up to date
• Support process improvement and training efforts around employee record keeping as needed to support payroll and HR compliance

Team & Clinical Support

• Support clinicians through training and troubleshooting use of company software tools and workflows
• Help support referral relationships and external partnerships as needed

Requirements

Required Qualifications

• Highly organized with strong attention to detail. You can manage multiple workflows and keep things from slipping
• Clear, professional communication skills (written and verbal)
• Experience in an administrative, office management, or coordination role
• Experience in a customer-facing setting (e.g., front desk, reception, or similar)
• Comfortable using technology and quick to learn new tools
• Able to reliably travel locally as needed (e.g., handling mail, coordinating supplies, supporting office operations)
• Authorized to work in the United States

Preferred Qualifications

• Experience in healthcare or home healthcare
• Familiarity with Electronic Medical Record systems such as WellSky/Kinnser
• Super user of Google Workspace (Docs, Sheets, Gmail)
• Spanish language skills, to support patient communications
• Experience supporting or managing recruiting and onbo

We’re especially excited about candidates who take ownership, improve systems, and proactively find ways to make operations more efficient over time.

Benefits

• Competitive hourly compensation of $38–$45/hour, commensurate with experience
• High quality medical (Kaiser or Blue Shield of CA), dental, vision, life & disability insurance, with generous employer contributions
• HSA/FSA options to cover healthcare expenses and dependent care with pre-tax dollars
• 401(k)
• Paid time off, sick time, and paid holidays

• Mileage reimbursement for any local travel required for work purposes
• Eligibility for Obran Cooperative membership, including voting rights and profit sharing

Salary Range Disclaimer: The rates listed represent the low and high end of the range for this position. Rates may be adjusted in the future, and employees will be notified of these changes.

Equal Opportunity & Accommodations

Obran is committed to creating workplaces where equity is prioritized and valued. We strongly encourage applications from people of color, women, LGBTQ+ individuals, and members of other marginalized communities.

Obran is committed to providing reasonable accommodations to qualified individuals with disabilities in the application process. To request an accommodation, please contact Obran Careers at hr@obran.coop.