Office Manager

Patriot Home Care•Philadelphia, PA

12h

About The Position

We are a leading provider of homecare services throughout the states of Pennsylvania and Delaware. Our mission is to provide exceptional homecare services to patients who need our help the most. The Office Manager is responsible for overseeing the daily operations of a centralized office facility that houses four branch operations. This role ensures a professional, organized, and efficient environment that supports patients, caregivers, and branch leadership. The Office Manager serves as the front-facing representative of the organization while also managing facility operations, administrative coordination, and vendor relationships. This position requires strong organizational skills, professionalism, and the ability to manage multiple operational priorities in a fast-paced healthcare environment.

Requirements

3+ years of office management or administrative leadership experience.
Experience managing a multi-team or shared office environment.
Strong organizational and multitasking skills.
Professional communication and customer service skills.
Ability to work independently and proactively solve problems.

Nice To Haves

Experience in healthcare or home care environment.
Familiarity with compliance-driven environments.
Experience coordinating vendors and facility management.

Responsibilities

Serve as the primary point of contact for all incoming visitors, including patients, caregivers, vendors, and partners.
Answer and direct incoming phone calls in a professional and timely manner.
Maintain a welcoming, organized, and professional front office environment.
Support patient and caregiver inquiries by routing to appropriate branch staff.
Monitor front desk scheduling and visitor flow.
Open and close the office daily, ensuring security protocols are followed.
Oversee shared facility operations supporting four branch teams.
Manage office supply inventory and ordering to ensure uninterrupted operations.
Coordinate and oversee cleaning services and ensure office cleanliness standards are maintained.
Identify and escalate building maintenance issues (HVAC, plumbing, electrical, etc.).
Coordinate with property management and vendors for facility repairs and service needs.
Ensure shared spaces (conference rooms, break areas, lobby) remain organized and functional.
Support branch leaders with general administrative needs as required.
Manage incoming and outgoing mail and deliveries.
Maintain organized filing systems (physical and digital where applicable).
Assist with coordination of in-office meetings and events.
Track vendor contracts and service schedules.
Serve as primary liaison for: ○ Cleaning vendors ○ Property management ○ Maintenance contractors ○ Supply vendors
Monitor vendor performance and ensure service level expectations are met.
Support cost control by monitoring supply usage and service expenses.