Office Manager/Staff

Step into a leadership role and help drive our office team toward success. As our Office Manager/Administrative Staff member, you will play a key role in coordinating day-to-day office operations, assisting with billing and payroll functions, maintaining both physical and electronic records, and providing support to other departments as needed. This position requires collaboration with team members across various roles within the office. Your specific duties and responsibilities will be clearly defined prior to the start of your assignment.

Why Work for Senior Helpers of West Oahu

• 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.

Summary of ResponsibilitiesThe following outlines key duties associated with this position. Responsibilities are not limited to those listed below and may be modified based on assignment or business needs.

Customer Service

• Ensure all communications are completed promptly and in accordance with company policy.

• Answer and direct incoming calls in a professional and courteous manner.

• Enter client leads into the home care software system and prepare/send client welcome packets and prospect materials.

Billing – Accounts Receivable & Accounts Payable

• Prepare and process invoices accurately and on schedule, following company guidelines.

• Maintain required documentation for Long-Term Care (LTC) and Medicaid/Government programs.

• Monitor employee pay rates and hours for accuracy and ensure compliance with garnishment requirements.

• Record incoming payments and consistently track outstanding receivables to prevent delinquency; follow up per company policy.

• Enter vendor bills and invoices, assign them to the appropriate accounting period, and ensure timely payment by due dates.

Payroll & Recruitment

• Support billing and payroll processes to ensure deadlines are met.

• Review timesheets for significant changes in client status and document updates appropriately in caregiver notes.

• Conduct caregiver reference checks and criminal background screenings.

• Prepare new hire packets and employee handbooks.

• Verify that all required caregiver documentation is complete and properly filed upon hire.

• Enter caregiver information into the home care software system.

Administrative / Clerical

• Prepare and maintain client and caregiver files, including Care Plan binders, client welcome packets, employment documents, and related records.

• Perform general office duties such as sorting mail, data entry, and maintaining organized, accessible filing systems (both physical and electronic).

• Carry out additional duties and responsibilities as assigned.

Job Qualifications:

• Minimum of two years in an office managerial setting
• CNA Certificate highly desirable but not required
• In home care administration experience highly desirable, but not required
• 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:

• 401(k) matching
• Health Insurance
• Short team & Long-term Disability 
• Paid Time Off
• Bonus structure

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.