Job Details

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 Summary

The Office Manager is a key leadership role responsible for coordinating and optimizing the daily operations of the home care office, with a primary focus on Marketing, Administration, Case Management, and Scheduling. This position ensures that caregivers, clients, and office staff receive consistent support, communication, and guidance. The Office Manager helps drive growth, maintain compliance, and deliver exceptional service to seniors and veterans in the community.

The ideal candidate is organized, proactive, detail-oriented, and comfortable managing multiple workflows simultaneously while maintaining a positive, professional environment.
Key Responsibilities
1. Marketing & Growth Support

• Support our marketing team as they make business partnerships across central Ohio
• Support the onboarding and follow-up of new inquiries to ensure timely assessment scheduling.
• Manage the seamless transfer of client contacts between referrals, sales, and case management.
• Assist in the facilitation of referrals to our strategic business partners.

• Serve as the primary point of contact for the office, managing phones, emails, walk-ins, and general inquiries.
• Maintain accurate office records, filing systems, and documentation required for compliance with state regulations and Visiting Angels standards.
• Oversee office supply inventory, equipment maintenance, and vendor relationships.
• Assist with payroll preparation by verifying caregiver timesheets and resolving discrepancies.
• Maintain audit readiness in compliance with Visiting Angels and Ohio standards.
• Assist in the creation, improvement, and modification of new policies and procedures.
• Ensure policies, procedures, and forms are updated and followed consistently.

• Assist with the coordination and delivery of care plans under the direction of the Client Wellness Manager (LPN).
• Communicate with clients and families regarding schedule changes, care concerns, or service adjustments.
• Maintain client files, care plans, and documentation for accuracy and regulatory compliance.
• Participate in service recovery and problem resolution efforts to maintain high client satisfaction.
• Track client care needs, reassessments, and required documentation to support compliance and continuity of care.
• Identify additional client needs and facilitate services either through our care or an outbound partner referral.

• Manage caregiver schedules to ensure all client shifts are staffed appropriately and efficiently.
• Monitor open shifts and proactively fill them through caregiver outreach, texting systems, or scheduling software.
• Maintain accurate schedule records and notify clients of changes promptly.
• Collaborate with HR to match new caregivers to suitable clients based on skills, availability, and location.
• Assist with caregiver attendance management, including late arrivals, call-offs, and performance-related scheduling adjustments.
• Maintain the on-call rotation requirements if applicable.

• Experience in home care, healthcare administration, or a service-based business preferred.
• Strong organizational and multi-tasking skills with the ability to prioritize effectively in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in scheduling software, CRM systems, and basic office applications - Wellsky (ClearCare), Google Workspace, etc.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Compassionate, patient-focused mindset aligned with Visiting Angels' mission.

• Leadership & Accountability: Takes ownership of office operations and supports team success.
• Attention to Detail: Ensures accuracy in documentation, scheduling, and compliance tasks.
• Customer Service Orientation: Provides responsive, empathetic communication to clients and caregivers.
• Problem Solving: Quickly assesses issues and implements effective solutions.
• Team Collaboration: Works closely with caregivers, clinical staff, and administration to keep operations running smoothly.