Office Manager – Senior Home Care

Office Manager – Senior Home Care

Location: Visiting Angels, Columbus, Ohio

Type: Full-Time, In-Person

Compensation: $63,000-$68,000/yr. Plus bonuses, commission, benefits, and PTO

Reports to: Executive Director / Ownership

Position Purpose

The Office Manager oversees daily administrative and operational functions across two office territories and the Residential Assisted Living (RAL) home.

Primary responsibilities:

• Recruiting & Retention

• Scheduling Operations

• On-Call Schedule Management

• Compliance with state and program regulations (SO, VA, etc.)

Secondary responsibilities:

• Marketing support

• Backup for payroll and billing

• Backup support for Client Wellness Manager

Key Responsibilities

1. Agency Operations & Leadership

• Oversee daily operations across both territories and the RAL

• Act as the main point of contact for office-related needs

• Develop and improve policies, procedures, and workflows

• Lead team meetings and set clear expectations and priorities

2. Recruiting, Retention & Team Management

• Recruit, hire, train, and manage staff

• Conduct performance reviews and provide coaching

• Maintain employee records and ensure HR compliance

• Support employee development and retention initiatives

3. Scheduling Operations

• Oversee scheduling to ensure consistent client care

• Reduce open shifts, missed shifts, and last-minute changes

• Improve staffing reliability through proactive planning

4. On-Call & After-Hours Coverage

• Manage on-call schedules (evenings, weekends, holidays)

• Participate in on-call rotation

• Handle urgent client and caregiver issues

• Document and escalate issues as needed

5. Compliance & Reporting 

• Ensure compliance with all applicable laws and programs

• Complete and submit weekly and monthly reports

• Maintain audit readiness across offices and RAL

6. Office Administration & Support

• Schedule meetings and manage calendars

• Maintain office organization and supplies

• Provide basic IT and systems support

• Manage vendor relationships and contracts

• Support onboarding (equipment, system access, etc.)

• Coordinate team events and activities

7. Backup Payroll & Billing 

• Support payroll processing (time/mileage verification, issue resolution)

• Support billing processes and resolve discrepancies

Key Performance Metrics (KPIs)

Recruiting & Retention

• Applicant-to-hire conversion rate

• Time-to-hire

• 30/60/90-day retention

• Overall caregiver retention

• % of open shifts at start of week

Scheduling & Coverage

• Shift fill rate

• Missed shift rate

• Late start rate

• Continuity of care (caregivers per client)

On-Call Performance

• Response time

• Repeat issues within 30 days

Compliance & Operations

• Audit scores

• Documentation timeliness

• Incident reporting timeliness

• Regulatory readiness

Operational Support

• Continuity of operations (no missed deadlines during absences)

Qualifications

• Associate’s degree in Business Management (preferred)

• 1+ year experience in home care (preferred)

• Proficiency in Google Sheets, Gmail, Google Docs, Wellsky, (Clearcare), Podium, and Paycor (Preferred)

• Strong communication and organizational skills

• Reliable transportation

• Ability to meet all compliance and screening requirements