Professional Office Administrator/Manager

The Office Administrator is the operational backbone of Curantis Home Care. This role is intentionally designed for a highly independent, self-directed professional who thrives with autonomy and accountability, not constant oversight.

This position is not suitable for candidates who require frequent direction, reassurance, or micromanagement. The ideal candidate is a proven self-starter who can assess situations, prioritize tasks, and take appropriate action confidently while keeping leadership appropriately informed.

This is not an entry-level administrative role. The Office Administrator is entrusted with significant responsibility and is expected to take ownership of daily operations, escalate issues appropriately, and keep the agency running smoothly.

Core Responsibilities

Daily Operations & Scheduling

• Manage daily caregiver schedules, shift coverage, and call-offs
• Proactively identify and resolve coverage gaps before they impact client care
• Communicate schedule changes clearly and professionally to caregivers and clients
• Maintain accurate schedules within the agency's software system

Caregiver Communication & Support

• Serve as the primary point of contact for caregivers regarding scheduling and routine operational matters
• Respond promptly and professionally to caregiver inquiries via phone, text, and email
• Escalate serious issues (attendance, conduct, care concerns) to leadership as needed
• Support onboarding processes, including orientation coordination and documentation tracking

Client & Family Communication

• Act as the main office contact for clients and families for day-to-day updates
• Provide timely, calm, and solution-focused responses to client and family inquiries
• Identify potential service concerns early and escalate appropriately
• Maintain professionalism, empathy, and discretion at all times

Administrative & Compliance Support

• Track and maintain caregiver credentials, clearances, and required documentation
• Assist with audits, record reviews, and compliance-related tasks
• Coordinate intake paperwork and internal documentation for new clients and caregivers
• Ensure internal systems and files are accurate and up to date
• Maintain appointment scheduling for CEO

Coordination with Outsourced Services

• Work closely with outsourced billing and payroll providers
• Review timesheets for accuracy and completeness before submission
• Flag discrepancies, missed punches, or potential payroll issues

Independent Thinking & Problem-Solving Expectations

This role requires a professional who:

• Takes initiative without waiting for direction
• Is comfortable making decisions within established guidelines
• Anticipates problems and addresses them proactively
• Manages ambiguity and shifting priorities without becoming overwhelmed
• Uses sound judgment in day-to-day operational matters
• Clearly understands when to act independently and when escalation is required

Candidates who rely heavily on step-by-step instructions, constant validation, or close supervision will not be successful in this role.

Required Skills & Qualifications

• Previous experience in home care, healthcare administration, or a similar fast-paced service environment (preferred)
• Demonstrated ability to work independently with minimal supervision
• Strong organizational and time-management skills
• Excellent verbal and written communication abilities
• Proven ability to prioritize, problem-solve, and make decisions independently
• Ability to remain calm, professional, and solution-oriented under pressure
• Proficiency with office software, scheduling systems, and electronic records

Interview & Selection Process

• Qualified candidates will be invited to an initial screening
• A professional assessment tool will be administered and reviewed prior to in-person interviews with management
• Final candidates will meet with agency leadership for an in-person interview

Personal Attributes We Value

• Self-motivated and accountable
• Reliable and detail-oriented
• Professional, discreet, and compassionate
• Confident communicator
• Comfortable managing multiple priorities simultaneously

Why This Role Matters

This position is critical to ensuring continuity of care, caregiver satisfaction, and client trust. The Office Administrator plays a central role in maintaining the agency's reputation for reliability, responsiveness, and quality service.

Pay: $ $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Referral program
• Retirement plan

Application Question(s):

• Describe a time you had to make an important work decision without guidance from a supervisor.
• This role requires working independently without frequent check-ins. How do you stay organized, prioritize tasks, and ensure nothing falls through the cracks?
• Describe a mistake you made at work that affected others. What did you do once you realized it, and what did you change afterward?
• Briefly describe your experience in home care, healthcare administration, or another high-volume service environment. What prepared you for handling multiple priorities at once?
• In a fast-paced healthcare environment, issues arise unexpectedly (call-offs, scheduling gaps, upset clients). Walk us through how you would handle a same-day caregiver call-off when coverage is limited.

Work Location: In person