Office & Care Team Manager

Senior Helpers of Redlands, CA • Redlands, CA

2d • Onsite

About The Position

The Office & Care Team Manager provides administrative and operational support, trains and oversees caregiving staff, and coordinates care for clients. The role manages office operations, schedules, compliance records, and internal communications to support high-quality service delivery and care. It combines office administration, recruiting, hiring, scheduling, workforce coordination, and client and employee support.

The manager serves as a point of contact for office inquiries, maintains caregiver and client records, supports payroll and billing administration, and prepares onboarding materials. The position manages full-cycle caregiver recruiting and hiring, maintains candidate pipelines and onboarding files, coordinates schedules and urgent staffing coverage, and communicates with employees and clients about schedule changes. It also builds relationships with caregivers, clients, and community partners and works with leadership to improve caregiver retention and client satisfaction.

The role works full-time in the office and includes visiting clients’ homes within an assigned territory. The manager participates in an on-call rotation 2–3 days per week for urgent scheduling matters.

Requirements

• High school diploma or equivalent (GED).
• At least 3 years of related experience, including at least 1 year of management experience in non-medical home care or healthcare.
• Experience in office management, recruiting, HR onboarding, sales, and home care operations.
• Knowledge of state regulations for home care.
• Familiarity with federal and state wage and hour laws and general employment practices.
• Excellent organizational skills, attention to detail, and ability to prioritize in a fast-paced environment.
• Strong interpersonal, verbal, written, and professional communication skills.
• Customer service skills and ability to communicate effectively at all levels of the organization.
• Leadership mindset, adaptability, collaboration, and a servant-leader approach.
• Ability to work autonomously and recognize when management should be involved in decision-making.
• Strong problem-solving and critical-thinking skills, sound judgment, and ability to maintain confidentiality.
• Self-motivation, a focus on professional development, and ability to proactively prevent issues and suggest or implement office improvements.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook, and ability to learn new software.
• Positive, collaborative team approach and strong independent work ethic.
• Valid driver's license and insurance; ability to work full-time in the office and visit clients’ homes within the assigned territory.
• Ability to pass a criminal background screen.
• Experience working with seniors and a passion for helping others.

Nice To Haves

• Caregiver experience.
• Associate’s degree or equivalent work experience; a bachelor’s degree is strongly preferred.
• More than 3 years of home care industry experience.
• Bilingual fluency.
• Familiarity with WellSky, recognition programs, and the Senior Gems methodology.

Responsibilities

• Handle incoming calls, emails, and office inquiries as a primary point of contact.
• Maintain organized caregiver, client, and operational records, ensuring documentation is accurate, complete, and compliant with company standards.
• Assist with payroll preparation, timesheet review, and billing administration.
• Prepare welcome packets, onboarding materials, and other company documents.
• Monitor office supplies, equipment, and general administrative needs.
• Support leadership with special projects and operational initiatives.
• Manage the full-cycle recruiting process, including sourcing, screening, AI interviewing, reference checks, and onboarding.
• Create and maintain job postings on recruitment platforms and build a pipeline of qualified caregiver candidates.
• Coordinate interviews, facilitate orientations, and communicate with applicants throughout the hiring process.
• Conduct background checks, reference checks, and pre-employment verification.
• Prepare and maintain caregiver files and onboarding documentation.
• Track recruiting metrics and recommend improvements to hiring processes.
• Represent the company at job fairs, networking events, and community recruiting initiatives.
• Create and maintain employee schedules to meet client and operational needs.
• Coordinate coverage for schedule changes, call-offs, emergencies, and last-minute staffing needs.
• Communicate schedule updates promptly and professionally with employees and clients.
• Monitor attendance, tardiness, call-outs, and schedule adherence.
• Assist leadership with forecasting staffing needs and hiring for staffing gaps.
• Maintain accurate scheduling records in company software systems.
• Participate in the on-call rotation 2–3 days per week to assist with urgent scheduling matters.
• Build relationships with caregivers, clients, and community partners; address concerns professionally and work toward timely resolution.
• Maintain customer service and professionalism in all interactions.
• Collaborate with leadership to improve caregiver retention and client satisfaction.
• Train and oversee caregiving staff and support care coordination for clients.
• Operate safely in the workplace and hold peers and direct reports accountable to safety standards.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED