Office Manager

Visiting Angels of Birmingham, AL is looking for an Office Manager to join our team in our Pelham office. The Office Manager is responsible for overseeing the daily business operations in accordance with company goals and objectives. The Office Manager manages the day-to-day operations of the organization to ensure it runs smoothly. The position effectively and efficiently utilizes resources to maintain high-quality care and customer satisfaction.

Office Manger Responsibilities

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by business demands.

• Ensure the Agency upholds the standards of a high-quality provider through a consistent delivery of high-quality care and exceptional customer service.
• Provide timely and effective feedback to senior management.
• Recruit/hire/supervise/counsel staff and conduct in home caregiver performance visits.
• Manage scheduling
• Contact all Aging Care/ A Place for Mom and Visiting Angel Corp service inquiries- assure that all leads are entered into Axiscare and updated as needed
• Schedule meetings and appointments; provide reminders to staff about important upcoming event
• Organize and document office operations and procedures; ensure staff follows procedures.
• Provide general support to office visitors. Assist in the onboarding process for new hires, including phones, email setup, computers, etc.
• Provide staff direction through general meetings, outlining clear expectations and accountabilities.
• Engage in constructive problem-solving and exploration of new ideas.
• Support change and speak positively about it with employees.
• Understand the importance of each task and prioritize the work load, shifting priorities to accommodate change and demand.
• Examine all relevant and available facts to make timely, well-informed and appropriate decisions; explore alternatives and commit to action.
• Work toward making high-quality decisions that achieve organizational goals.
• Maintain absolute confidentiality of all information pertaining to employees, clients and clients’ families.
• Respond to on-call evening and weekend demands, as directed. Maintain on-call materials current with client information, instructions and directions, current roster of care and list of active direct care staff.
• Prepare and maintain the on-call log and client/employee records. Manage calls according to company policies.
• Maintain regular and predictable attendance.
• Perform duties deemed appropriate by the management team.

Office Manager Benefits

• Pay: $16.00-$18.00/hour based on experience
• Weekly Commission based on office service hours
• 401k after 1 year of employment
• Employer paid health insurance for Employee only

Office Manager Job Requirements

• Five years of experience in positions of increasing responsibility, preferably in private duty homecare.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other healthcare-industry related-software.
• Excellent conceptual thinking skills with the capacity to analyze complex issues that are sensitive in nature. Excel in conflict resolution and solution implementation.
• Ability to listen and communicate clearly, fluently, diplomatically – both orally and in writing.
• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.
• Present a well-groomed image that reflects the professionalism of the business.
• Ability to plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.
• Work independently and proactively with minimal direction and/or supervision.
• Ability to generate goodwill for the Agency with clients, their family members and other referral
• sources. Demonstrate a strong commitment to client service excellence.
• Ability to lawfully work in the U.S.

Office Manager Physical/Environmental Demands:

• Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.
• Must be able to see and hear or use prosthetics that enable these senses to function adequately to meet the requirements of this position.
• Must be able to properly operate office equipment.
• Must have a valid driver’s license and reliable transportation.
• Must be able to maintain verbal and written communication with co-workers, leadership team, supervisors, clients, family members, vendors and all business associates within or outside the Agency.
• Successful completion and ongoing compliance with all licensing, certification, continuous education, background testing, drug and alcohol testing, OIG and health assessments as may be required under federal, state, or local law or per employer policy.
• All of the above demands are subject to the ADA requirements.