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Office Manager

Office Manager

Vitale Nursing IncSanta Monica, CA, US
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Job Description

Job Description

Description :

Job Type : Full-Time | Exempt

Salary Range : $95,000 – $115,000 annually, depending on experience Location : Santa Monica, CA.

Core Hours : Monday–Friday, 8 : 00 AM – 5 : 00 PM (may be asked to work longer hours as needed)

On-Call : Rotating on-call coverage two weekends per month and some holidays

Company Overview

Vitale Nursing, Inc. is a premier concierge nursing and caregiving provider serving Los Angeles County and surrounding areas

Position Summary

  • The Office Manager is a key leadership role responsible for overseeing the daily administrative and operational functions.

Scope and Impact

  • This role directly impacts the efficiency, compliance, and quality of care delivery across the organization.

    • Essential Functions

  • Manage day-to-day office operations and ensure compliance with internal policies and healthcare regulations (e.g., - Oversee scheduling and coordination of nursing and caregiving staff using all platforms provided.
  • Maintain digital and physical records, trackers, and documentation.
  • Coordinate with payroll, HR, and accounting teams to ensure timely and accurate processing.
  • Lead onboarding, orientation, and training of new hires.
  • Monitor staff performance, attendance, and adherence to protocols.
  • Provide ongoing support and coaching to administrative and field staff.
  • Conduct regular team check-ins and performance evaluations.
  • Serve as the primary point of contact for client inquiries and service coordination.
  • Maintain professional relationships with vendors, physicians, and referral sources.
  • Support client intake and care coordination processes.
  • Ensure proper use and maintenance of office technology and software systems.
  • Provide technical support and training to staff on platforms such as Microsoft Office, Google Workspace, AlayaCare, and CareAcademy, etc.
  • Identify and implement process improvements to enhance operational efficiency.
  • Participate in leadership meetings and contribute to strategic planning.
  • Lead special projects and initiatives as assigned by executive leadership.
  • Liaison between upper management.

    • Problem Solving & Decision-Making

  • Resolve scheduling conflicts, client concerns, and operational disruptions with urgency and professionalism.
  • Analyze workflow inefficiencies and recommend solutions.
  • Exercise sound judgment in high-pressure or time-sensitive situations.

    • Leadership Skills & Competencies

  • Emotional Intelligence : Ability to lead with empathy and build trust across diverse teams.
  • Communication : Clear, professional, and adaptable communication with staff, clients, and stakeholders.
  • Strategic Thinking : Ability to align daily operations with long-term organizational goals.
  • Adaptability : Comfortable navigating change and ambiguity in a fast-paced healthcare environment.
  • Team Building : Foster a collaborative and supportive work culture.

    • Compensation & Benefits

  • Competitive salary : $95,000 – $115,000 DOE
  • Health, dental, and vision insurance
  • 401(k) retirement plan
  • Paid sick leave
  • One week of paid vacation after one year of service
  • Company-issued laptop and business cell phone

    • Requirements :

    Problem Solving & Decision-Making

  • Resolve scheduling conflicts, client concerns, and operational disruptions with urgency and professionalism.
  • Analyze workflow inefficiencies and recommend solutions.
  • Exercise sound judgment in high-pressure or time-sensitive situations.

    • Leadership Skills & Competencies

  • Emotional Intelligence : Ability to lead with empathy and build trust across diverse teams.
  • Communication : Clear, professional, and adaptable communication with staff, clients, and stakeholders.
  • Strategic Thinking : Ability to align daily operations with long-term organizational goals.
  • Adaptability : Comfortable navigating change and ambiguity in a fast-paced healthcare environment.
  • Team Building : Foster a collaborative and supportive work culture.

    • Minimum Qualifications

  • 2-5 years of office management or supervisory experience in a healthcare or concierge setting.
  • 1+ year of experience scheduling for multiple staff members.
  • Familiarity with HIPAA, confidentiality standards, and healthcare compliance.
  • Proficiency in Google Workspace, Microsoft Office, and Adobe Acrobat.
  • Strong organizational, customer service, and problem-solving skills.
  • Willingness to sign NDA and Non-Circumvent Agreements.

    • Preferred Qualifications

  • Experience working with high-profile clients or in concierge medical services.
  • Familiarity with AlayaCare, CareAcademy, and payroll systems, Paylocity.
  • Prior caregiving or clinical experience.(Preferred)
  • Bachelor’s degree in healthcare administration, business, or related field.
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