Office Manager

Office Manager at abby-care

About the role Abby-care is looking for a dedicated Office Manager to join their West Springfield team and serve as the operational backbone of this busy care facility. This full-time, onsite position plays a vital role in creating a warm, organized, and efficient atmosphere for the families, caregivers, and instructors who depend on the center's services. As the first face visitors see and the first voice callers hear, you will be instrumental in shaping positive experiences while ensuring that behind-the-scenes operations run seamlessly.

The ideal candidate thrives in dynamic environments where no two days look exactly alike and takes pride in being the go-to person who keeps everything running smoothly. Your contributions will directly support the training programs and care initiatives that make a meaningful difference in people's lives.

• Location:
  
  Springfield
• Engagement:
  Full-time
• Compensation: $24 - $30 per hour
• Team:
  Operations

• Act as the welcoming first point of contact for everyone who visits or calls the West Springfield facility, greeting guests warmly, answering questions, and directing people to the appropriate resources or team members with professionalism and care.
• Collect and communicate feedback, concerns, and observations from families to the relevant supervisors and management personnel, ensuring that important information reaches decision-makers quickly and accurately.
• Lead informational sessions with parents and guardians to walk them through training procedures, answer their questions about what to expect, and guide them through the enrollment process on the Circle platform.
• Manage the offboarding and discharge process for caregivers, handling all necessary paperwork and coordination to ensure transitions happen smoothly and respectfully for all parties involved.
• Oversee inventory management for office supplies and essential materials, tracking stock levels, placing orders as needed, and maintaining productive relationships with vendors to ensure the facility never runs short of what it needs.
• Coordinate scheduling logistics and communicate regularly with facilities contacts to guarantee that the site is properly prepared and equipped for all planned activities, meetings, and training sessions.
• Support parent enrollment in required training programs and educational coursework, providing guidance and assistance to ensure families complete all necessary steps in a timely manner.
• Collaborate closely with instructors to prepare the office space and gather all required materials for skills labs, ensuring that training sessions can proceed without delays or missing resources.
• Compile and organize admission binders containing all necessary documentation for Registered Nurses to use during their Start-of-Care visits, ensuring accuracy and completeness before delivery.
• Produce caregiver identification badges following lab completion, carefully assembling and packaging them before mailing them out promptly to ensure caregivers receive their credentials without unnecessary delays.
• Maintain organized filing systems and accurate records across multiple platforms, ensuring that documentation is easy to locate and audit-ready at all times.
• Troubleshoot day-to-day operational challenges as they arise, using resourcefulness and sound judgment to resolve issues independently whenever possible.

• Between two and five or more years of hands-on experience in office coordination, operations management, customer service, or comparable roles, ideally gained within fast-moving services industries, healthcare organizations, or startup environments.
• Availability and commitment to work full-time hours onsite at the West Springfield location five days per week, with consistent punctuality and dependable attendance.
• Outstanding interpersonal and communication abilities across all channels including email correspondence, telephone conversations, and face-to-face interactions, with particular sensitivity when engaging with families navigating complex care circumstances.
• Exceptional organizational capabilities and meticulous attention to detail, with proven ability to juggle multiple competing priorities and manage time effectively under pressure.
• Working proficiency with Google Workspace applications, comfort with basic spreadsheet functions, and familiarity with customer relationship management platforms such as Salesforce for entering data and tracking interactions.
• A proactive, resourceful mindset with willingness to roll up your sleeves and tackle any task that needs doing, approaching problems with a solution-focused attitude.

• Fluency in Spanish in addition to English, enabling effective communication with a broader range of families and community members.
• Previous experience working specifically in pediatric care, home health, or family services settings.
• Familiarity with medical terminology or healthcare administrative processes.
• Experience coordinating training…