Office Manager

We're looking for a warm, organized, and proactive Office Manager for our West Springfield location.

This is a full-time, onsite role — the go-to point person for families, instructors, and staff walking through our doors every day.

You'll report to the General Manager and play a critical role in keeping families informed and connected, ensuring our office is stocked and ready, and supporting the day-to-day logistics that power our training and care programs. This role is ideal for someone who thrives in a people-first environment, stays cool under pressure, and genuinely enjoys being helpful.

• Own front-of-house presence – Be the first point of contact for families at our West Springfield hub, answering phones, welcoming visitors, and ensuring every family feels supported and heard.

• Relay family feedback and concerns to the appropriate manager or GM in a timely way.

• Connect families to our programs – Host informational meetings with parents to walk them through the training process and what to expect, and enroll them in our Circle platform.

• Support family transitions – Assist with caregiver offboarding and discharge processes to ensure families receive a smooth, respectful experience at every stage.

• Manage office logistics – Own supply ordering and inventory to keep the office well-stocked, sourcing from the most affordable vendors while maintaining quality and consistency.

• Coordinate scheduling and vendors – Support scheduling needs and liaise with vendors and facilities contacts to ensure the site is always ready for families, instructors, and visitors.

• Enroll caregivers in training – Coordinate parent enrollment in required training programs and coursework as needed.

• Prepare the office for labs – Collaborate with instructors to ensure the space is set up and ready for skills labs, including supplies, seating, and materials.

• Create and mail admission binders – Ensure Registered Nurses have complete admission binders prepared and delivered on time, ahead of Start-of-Care visits.

• Produce and mail caregiver badges – Create badges following lab completion and package and mail them to the correct caregiver address accurately and promptly.

• 2–5+ years of experience in office coordination, operations, customer service, or a similar role in a fast-paced services, healthcare, or startup environment.

• Comfortable working full-time, onsite 5 days a week in West Springfield with strong punctuality, reliability, and follow-through.

• Warm and empathetic communicator across email, phone, and in-person interactions — especially with families navigating complex care situations.

• Highly organized and detail-oriented, with the ability to juggle multiple tasks, prioritize in the moment, and keep things from falling through the cracks.

• Comfortable with Google Workspace, basic spreadsheets, and CRM tools (e.g., Salesforce) for data entry and tracking.

• Resourceful and solutions-oriented with a "no task too small" mindset and the ability to figure things out in ambiguity.

• Bilingual in Spanish is strongly preferred, as many of the families we serve are Spanish-speaking.