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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 Role

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, MondayFriday, on-site in Charlestown

Front Office & Administration

• 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.

Billing & Payroll

• 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.

Accounts Receivable & Payable

• 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.

Client & Caregiver Files

• 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.

Scheduling & Caregiver Coordination

• 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.

What We're Looking For

• At least two years working in an office or administrative setting (home care, healthcare, or senior services a strong plus).
• Excellent interpersonal and communication skills with clients, caregivers, and staff.
• Highly organized and detail-oriented, with the ability to prioritize and hit deadlines in a fast-paced environment.
• Proficient with Microsoft Word and Excel and comfortable learning new software (scheduling / EHR systems).
• Comfortable with numbers billing, payroll, and reconciling records accurately.
• Able to read, interpret, and follow industry documentation, policies, and procedures.
• Experience in staffing, scheduling, or logistics (one year or more preferred), ideally in home care or healthcare.
• Quick, sound decision-making and strong problem-solving skills when handling call outs and last-minute changes.
• Comfortable managing a multi-line phone and juggling several calls while staying professional and patient in a fast-paced environment.
• A dependable team player with a positive attitude and a strong independent work ethic.
• Genuine compassion for seniors and a commitment to our mission of helping people age in place.

Compensation & Benefits

Pay: $25$30/hour, based on experience.

• Paid time off 5-10 PTO days per year, accrued as you work (tenure specific)
• Paid sick time earned sick leave you're paid for, not just unpaid time off
• Paid training we cover your on boarding and ongoing training hours, plus reasonable cost of your HHA/CNA certification
• Mileage reimbursement paid at the current IRS rate for client-related travel
• Flexible scheduling day, evening, and weekend shifts built around your availability
• Referral bonus earn money when you refer a caregiver who joins our team

How to Apply

Apply through this posting with your resume. We review applications on a rolling basis and will reach out to qualified candidates to schedule a phone screen. We look forward to meeting you.

Equal Opportunity

Pleasant Home Support LLC (Senior Helpers of Cambridge) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment is contingent on the successful completion of required background checks.

Senior Helpers of Cambridge is an independently owned and operated franchisee of SH Franchising LLC dba Senior Helpers

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