Home Instead® is looking for an organized individual to join us in our mission to enhance the lives of aging adults and their families. This position involves prioritizing and managing the office’s need with a high degree of focus on quality. The person must possess excellent communication skills, thrive in a fast-paced environment and have the ability to work well in a team setting. Tasks mainly cover the following three operational areas: front desk management, scheduling clients/services and recruiting caregivers.
Office Manager Job Duties and Responsibilities
Front Desk Management
- Welcome clients and visitors to the office and assist them as needed
- Perform various clerical tasks as needed (file papers, organize/check supplies, etc.)
- Answer phones, take/deliver phone messages, and prepare/send faxes
- Manage, sort, and dispense incoming mail and faxes
- Set appointments, meetings, and conference calls
- Suggest changes to office task workflow in order to improve efficiency
- Maintain an organized work space at all times, clean and tidy public office spaces
- Adhere to all company policies, procedures and business ethics codes and ensure that they are communicated and implemented within the team
Recruitment/Hiring/Onboarding
- Develop and implement new recruitment strategies online and within the community
- Schedule and conduct applicants’ interviews in an efficient and professional manner
- Following the Home Instead Standards; conduct reference checks, criminal background and motor vehicle check on all CAREGivers
- Create and maintain all employment records
- Schedule and conduct CAREGiver orientation
- Monitor, mediate, and log all CAREGiver activity utilizing the software system
- Evaluate and update all orientation and training materials as needed
Service Coordination
- Field new client inquiries over the phone in a knowledgeable manner, enter the information into the software system and work with team to communicate and prepare for the Care Consultation
- Create and maintain client and CAREGiver schedules with an emphasis on creating high quality matches and the development of extraordinary relationships
- Evaluate and update all orientation and training materials as needed
- Log and monitor all clients and CAREGiver activities utilizing the software system
- Enter and maintain accurate client and CAREGiver records in the software system
- Follow up and communicate CAREGiver and client issues to ensure problems are resolved
- Design, test and implement a responsive contingency plan that ensure 100% maintenance of Service Hours
Office Manager Requirements and Qualifications
- PR or citizenship in Canada
- Bachelor degree or the equivalent required
- Associate’s degree in office administration, or HR management or related field will be a plus asset
- One+ years working in office admin or hospitality management preferred
- Computer literate and proficient using Microsoft office
- Experience using office machinery (fax, printer, copier, phone systems etc.)
- Excellent customer service skills
- Organized and detail-oriented
- Outstanding communicator both verbally and written
Working with Home Instead North York
At Home Instead we are passionate about enhancing the lives of seniors in our community. We look for empathic and dedicated caregivers who will share in our mission to help seniors continue to live independently in their home. We believe in building relationships with our clients and their families to ensure for the best care we can provide. We know our employees are our greatest asset in helping our clients and therefore invest in their future with additional training opportunities. If you want to be a part of a fast-growing company who cares deeply about senior’s care, then please join us today!
Home Instead North York is an equal opportunity employer and welcomes applications from all interested parties. In accordance with Home Instead’s policies, a request for accommodation will be accepted as part of our hiring process.
We thank all applicants for their interest however only those selected for further consideration will be contacted.