Office Manager

The Office Manager will also be responsible for overseeing the maintenance and alteration of office areas and equipment, managing the purchase of office supplies and furniture, and ensuring compliance with state and federal regulations.

• Effectively manage the reception area to maintain detail-oriented internal and external telephone and mail communications.
• Handle incoming calls, emails, and correspondence, ensuring responses are timely.
• Coordinate and schedule appointments, meetings, and events for staff members.
• Keep track of office supplies inventory and reorder when necessary.
• Supervise and provide direction to the office administration department and maintenance associates.
• Assist in the recruitment process by prescreening applicants, scheduling interviews, and processing new employees.
• Maintain detail-oriented relationships with clients and their families, addressing any concerns or inquiries.
• Document client feedback, incidents, and report concerns to management.
• Negotiate the purchase of office supplies, furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions.
• Oversee the facilities’ day-to-day operations such as distributing building access keys, monitoring surveillance, and office access.
• Review and approve relevant invoices for accounting and payables department.
• Ensure compliance with state and federal regulations, including HIPAA and OSHA standards.
• Maintain accurate and up-to-date client files and caregiver records.
• Prepare and submit reports as needed for compliance or audits.
• Manage office equipment, troubleshoot issues, and arrange for repairs when necessary.
• Coordinate with the cleaning service on any changes and schedule quarterly carpet cleaning. • Demonstrated experience as an Office Manager, with a minimum of 5 years in a similar role.
• Proficiency in handling inbound calls and ensuring effective communication.
• Solid experience in administrative office duties and back office support.
• Excellent skills in coordinating schedules and booking appointments.
• Experience with supervisory management and human resources administration.
• Ability to order, maintain, and manage office supplies.
• Expertise in records maintenance and basic office skills.
• Proficiency in Excel and Word.