Office Manager - Home Care

Office Manager – Home Care (Billing, Payroll & HR)

Senior Helpers of Cambridge – Pleasant Home Support, LLC

Charlestown, MA
• Full-time, on-site • $25–$30/hr

Senior Helpers of Cambridge is an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® is a nationally recognized provider of in-home, non-medical care that helps seniors live safely and independently in their own homes. Senior Helpers of Cambridge serves Cambridge, Somerville, Waltham, Arlington, Watertown, Belmont, and Charlestown. We are a community-focused, locally owned team built around a simple mission: treat every client and caregiver like family.

We are hiring our founding Office Manager — the organizational backbone of the office. If you take pride in well-run systems, accurate numbers, and turning chaos into checklists, you will have real ownership here and room to grow as the business does.

The Office Manager keeps our office running smoothly day to day. You will own general office operations, billing and payroll support, accounts receivable and payable, and the accurate maintenance of client and caregiver files. You will work closely with the Owner/Director of Operations and support every department, making sure information is organized, deadlines are met, and our clients and caregivers have a great experience from their very first contact with us.

Reports to:

Owner / Director of Operations

Schedule:

Full-time, Monday–Friday, on-site in Charlestown

• Answer and screen incoming calls in a warm, courteous, professional manner.
• Handle general office functions — sorting mail, data entry, and file maintenance.
• Create and send client welcome packets, prospect information, and Care Plan binders.
• Keep all records organized, accurate, and easily accessible; ensure communications go out on time per company policy.

• Collect, organize, and reconcile caregiver timesheets against the scheduling calendar in our home care software; track late, missing, or incorrect timesheets.
• Complete caregiver and internal payroll accurately and on schedule.
• Monitor employee pay rates and hours for accuracy and comply with garnishments as required.
• Ensure invoices are completed accurately and on time; maintain records related to long-term care and Medicaid / government programs.

• Record incoming checks and continually monitor outstanding receivables; follow up on balances per company policy.
• Record incoming bills and invoices, allocate them to the correct month, and pay them by their due dates.

• Prepare client and caregiver files; create new-hire packets and employee handbooks.
• Verify complete caregiver information after hiring and input it into our home care software.
• Complete caregiver reference checks and criminal background checks.
• Input client leads into the home care software and mail the appropriate materials to each.
• Review timesheets for any significant change in client status, note it in caregiver records, and document thoroughly.

• Select, schedule, and coordinate caregivers based on each client's assessment and care plan, keeping every case appropriately staffed and cost-effective.
• Build and maintain caregiver schedules, completing the schedule at least three days ahead of shifts whenever possible.
• Respond quickly to scheduling conflicts, callouts, and emergencies, and coordinate shift back-fill when a caregiver is late or absent.
• Communicate caregiver changes and schedule updates to clients and families promptly and positively, ahead of the scheduled time.
• Track and record all assignment refusals, callouts, late arrivals, and early departures in our home care software.
• Audit timecards regularly to ensure hours worked match scheduled hours.
• Serve as a point of contact for clients' families regarding staffing schedules, and share on-call / after-hours coverage on a rotating basis as needed.

This is a general overview and not a fully inclusive list; other duties may be assigned as the office grows.

• At least two years working in an office or administrative setting (home…