Office Manager/HR Coordinator

Position Overview:

The Office Manager/HR Coordinator at Agape’s Way is responsible for ensuring the smooth operation of both administrative functions and the daily management of the group home environment. This role combines office management duties with oversight of household operations and HR coordination, ensuring compliance with regulatory requirements, maintaining a safe and welcoming environment for residents, and supporting HR processes including onboarding and credentialing.

Reports to: COO

Key ResponsibilitiesPayroll & Timekeeping

• Manage payroll for all employees, ensuring accurate and timely payments.

• Review and provide final approval of timecards for all nursing staff, ensuring that all work hours, overtime, and leave are accurately accounted for.

• Collaborate with the ADON and nursing staff to address any timecard discrepancies or corrections before processing payroll.

Scheduling & Communication

• Post and update the nursing schedules as created by the Assistant Director of Nursing (ADON), ensuring all shifts are appropriately filled.

• Serve as the main point of contact for any schedule changes or updates, and communicate those changes to the staff.

• Maintain and update the office calendar, including scheduling meetings, patient visits, staff availability, and other key appointments.

• Ensure effective communication between the office and clinical teams, serving as a liaison between administration and nursing staff.

Document Management & Compliance

• Oversee the filing system, ensuring all patient records, employee files, and office documents are properly organized, maintained, and accessible.

• Ensure all paperwork, including patient care documentation and administrative records, is filed in compliance with HIPAA regulations.

• Upload all appointment and follow-up visit documentation from doctor visits into the KanTime system, ensuring all relevant medical records are accurate and up to date.

• Ensure compliance with licensing and accreditation requirements for both administrative and residential care operations.

Human Resources Coordination

• Assist with new hire onboarding and orientation to ensure a smooth transition into the organization.

• Complete I-9 verifications and maintain accurate employment records.

• Track and maintain employee certifications and licenses, ensuring timely renewals and documentation compliance.

• Support the Administrator in handling employee leave requests, ensuring proper documentation and communication of approved time off.

Household & Resident Management

• Oversee and maintain cleanliness and organization in the group homes, ensuring compliance with health and safety regulations.

• Supervise household maintenance, coordinating repairs, inspections, and vendor services.

• Manage household supplies, including food, toiletries, and cleaning products, ensuring timely restocking.

• Ensure that all residents have appropriate personal supplies and that their living environment is well-maintained.

• Oversee meal planning and dietary accommodations for residents, coordinating with healthcare professionals as needed.

• Monitor household budgets and expenditures, ensuring financial accountability for resident-related expenses.

• Work with the Director of Nursing (DON) to maintain proper medication storage and administration tracking in the home.

• Coordinate transportation for residents’ appointments, social outings, and other needs.

Visitor & Staff Coordination

• Ensure staff follow established procedures when greeting visitors and answering phone calls.

• Assist with the coordination of staff onboarding, including setting up workstations, email accounts, and access to necessary systems.

• Support the Administrator and Director of Nursing (DON) in planning and coordinating office events, staff meetings, and training sessions.

Administrative & Leadership Responsibilities

• Supervise and oversee housekeeping staff, ensuring they meet cleanliness and maintenance standards in the group homes.

• Conduct regular home inspections to ensure a clean, organized, and compliant environment for residents.

• Participate in staff meetings, providing updates on office, HR, and house management issues.

Required Qualifications

• Minimum of 2 years of experience in office management, residential care, or healthcare administration.

• Experience in home health, group home management, or healthcare compliance preferred.

• Proficiency in office software systems, including Microsoft Office (Word, Excel, Outlook) and scheduling software.

• Experience working with healthcare software systems like KanTime or similar EHR platforms.

• Familiarity with HR processes including onboarding, orientation, and credential tracking.

• Strong understanding of payroll management and timekeeping systems.

• Knowledge of HIPAA regulations and compliance requirements for residential healthcare settings.

• Strong organizational and leadership skills, with the ability to manage both office operations and HR coordination effectively.

• Ability to multi-task and work independently while ensuring smooth coordination between administrative, HR, and clinical teams.

Benefits

• Competitive salary and benefits package.

• Flexible work schedule with the opportunity to work in a mission-driven organization.

• Opportunities for professional growth and development.