Office Manager

Lead your office team to success! As our Office Manager, we will depend on you to coordinate general office activities, assist with billing and payroll, maintain physical and electronic files, and support other departments as needed.

Why Work for Senior Helpers of Fairfield and New Haven?

• 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.

Examples of

Job Duties:

The Office Manager oversees daily administrative operations across customer service, billing, accounts receivable and payable, payroll, recruitment, onboarding, office administration, and staff accountability. This role ensures each department operates efficiently, accurately, and in compliance with company policies through consistent oversight, coaching, feedback, process improvement, and performance accountability.

• Oversee communication with clients, families, caregivers, and referral sources to ensure messages, follow-up, and documentation are completed promptly, professionally, and according to company policy.
• Ensure incoming phone calls are answered, screened, documented, and routed in a courteous, accurate, and efficient manner.
• Review incoming and outgoing phone calls on an ongoing basis to ensure proper call handling, professional communication, accurate information sharing, and appropriate escalation of concerns.
• Provide timely coaching, feedback, and training based on call reviews to improve communication quality, responsiveness, professionalism, and the overall client and caregiver experience.
• Monitor team adherence to phone-handling procedures, including call documentation, follow-up expectations, and resolution of client, caregiver, and prospect inquiries.
• Oversee the client intake process by ensuring leads are accurately entered into home care software and that client welcome packets and prospect information are prepared and sent promptly.
• Promote a positive agency reputation by encouraging team members to appropriately request Google reviews from satisfied clients, families, caregivers, and referral partners.
• Track review-request activity and hold team members accountable for supporting agency customer-service and reputation-management initiatives.

• Oversee billing processes to ensure invoices are completed accurately, timely, and in accordance with company policy.
• Maintain oversight of records related to Long-Term Care insurance, Medicaid, and other governmental programs to ensure accuracy, completeness, and compliance.
• Monitor employee pay rates, approved hours, deductions, and garnishments to ensure payroll-related information is accurate and properly maintained.
• Oversee the recording of incoming checks and ongoing monitoring of outstanding receivables to ensure accounts remain current and collection follow‑up is completed according to company policy.
• Ensure incoming bills and vendor invoices are accurately recorded, allocated to the appropriate month, and paid according to established due dates.
• Review billing, receivable, and payable workflows for accuracy and efficiency; identify recurring errors, delays, or gaps and implement corrective actions.
• Coach and hold staff accountable for timely documentation, billing accuracy, collections activity, and adherence to financial procedures.

• Oversee the collection, organization, and reconciliation of caregiver and internal timesheets against scheduling records in home care software.
• Ensure late, missing, duplicate, or inaccurate timesheets are identified, addressed, documented, and resolved before payroll deadlines.
• Ensure caregiver and internal payroll are processed accurately and on schedule, meeting all company deadlines and compliance requirements.
• Review timesheets for significant changes in client status, service needs, or care hours, ensuring applicable observations are documented in caregiver notes and communicated for appropriate follow‑up.
• Monitor payroll processes for…