About My Care Matters Health Services Inc.

My Care Matters Health Services Inc. is a Canadian-owned and operated home care provider committed to delivering compassionate, reliable, and personalized care to individuals and families in our community. Guided by our commitment to “Because Every Moment of Care Matters,” we strive to provide exceptional service to our clients while fostering a supportive and professional environment for our employees.

We are seeking a highly organized, proactive, and detail-oriented Office Manager to oversee daily office operations, support administrative and human resources functions, coordinate client and employee onboarding, and collaborate with our leadership and business development teams to support organizational growth.

Position Summary

The Office Manager is responsible for ensuring the smooth and efficient operation of the office by coordinating administrative activities, maintaining accurate records, supporting payroll and billing processes, and facilitating communication among clients, families, caregivers, and internal departments.

The successful candidate will demonstrate strong organizational and communication skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced home care workplace.

Key Responsibilities

1. Office Administration and Operations

- Oversee day-to-day office operations to ensure an organized, efficient, and professional working environment.
- Answer, screen, and direct incoming phone calls and inquiries in a professional and courteous manner.
- Manage office calendars, staff meetings, appointments, and conference room bookings.
- Coordinate office supplies, equipment maintenance, and other operational requirements.
- Organize and maintain electronic and physical files, records, and administrative documentation.
- Coordinate travel arrangements and transportation logistics as required.
- Identify opportunities to improve administrative workflows, office procedures, and operational efficiency.

2. Client Relations and Service Coordination

- Serve as a key point of contact and liaison among clients, families, caregivers, and agency leadership.
- Respond to client and family inquiries, coordinate follow-ups, and help resolve administrative concerns in a timely and professional manner.
- Support the intake, registration, and onboarding of new clients, ensuring required documentation is completed and properly maintained.
- Coordinate with the appropriate clinical and scheduling personnel to facilitate smooth client onboarding and service commencement.
- Escalate clinical concerns, service issues, complaints, and other matters to the appropriate team members.

3. Human Resources and Employee Administration

- Coordinate employee onboarding and offboarding activities in collaboration with Human Resources and department leadership.




- Assist with background checks, employment documentation, orientation, welcome materials, workstation setup, and initial training schedules.
- Maintain accurate and up-to-date employee records, including certifications, training records, and renewal dates.
- Monitor upcoming certification and training expirations and coordinate timely renewals with Human Resources.
- Assist with employee scheduling administration, attendance records, and other personnel-related documentation as required.
- Support the implementation and maintenance of company policies, procedures, and administrative standards.

4. Payroll, Billing, and Accounting Support

- Assist with payroll preparation by reviewing timesheets, attendance records, and supporting documentation for accuracy and completeness.
- Coordinate with scheduling and accounting personnel to investigate and resolve discrepancies before payroll processing.
- Assist with client invoicing, billing documentation, payment tracking, and account reconciliation in coordination with accounting.
- Maintain organized financial and administrative records and ensure supporting documentation is readily available when required.
- Handle payroll and billing information with accuracy, discretion, and strict confidentiality.

5. Compliance, Documentation, and Quality Assurance

- Maintain accurate, current, and organized client, employee, and corporate records in accordance with applicable requirements and company policies.
- Support internal and external audits by preparing, retrieving, and organizing relevant documentation.
- Assist in monitoring compliance with documentation requirements, employee credential renewals, and administrative procedures.
- Ensure sensitive client, employee, and corporate information is handled securely and disclosed only to authorized individuals.
- Identify documentation gaps, administrative risks, and process deficiencies and bring them to management's attention.

6. Business Development and Organizational Growth

- Assist, participate in, and collaborate with the Business Development team to support business growth and service expansion.
- Provide administrative and logistical support for marketing initiatives, networking activities, community events, and business development meetings.
- Assist with tracking new client inquiries, referral sources, outreach activities, and follow-up actions.
- Help maintain business development records, contact databases, partnership documentation, and activity reports.




- Coordinate internal follow-ups to ensure prospective client inquiries and referral opportunities are addressed promptly.
- Contribute ideas and process improvements that enhance client experience, strengthen referral relationships, and optimize organizational performance.

7. General Support

- Respond to internal and external inquiries and help resolve operational issues in a timely manner.
- Collaborate with management and other departments to support daily operations and organizational objectives.
- Undertake other related duties as assigned by management.

Qualifications and Requirements

- Diploma or degree in Business Administration, Office Management, Human Resources, Healthcare Administration, or a related field is preferred.
- Experience in healthcare, home care, community care, or another regulated service environment is an asset.
- Experience coordinating payroll, billing, employee records, onboarding, and compliance documentation is preferred.
- Proficiency in Microsoft Office, Google Workspace, and digital record-management systems.
- Experience with scheduling, payroll, client management, or project management software is an asset.
- Strong written and verbal communication skills.
- Excellent organizational, time-management, and problem-solving abilities.
- Ability to manage competing priorities, work independently, and collaborate effectively across departments.
- High level of accuracy, accountability, discretion, and attention to detail.
- Demonstrated commitment to confidentiality, professionalism, client service, and continuous improvement.

Key Competencies

- Leadership and accountability: Takes ownership of office operations and follows through on commitments.
- Organization and efficiency: Maintains orderly systems, accurate records, and effective administrative processes.
- Communication and collaboration: Works effectively with clients, families, caregivers, management, HR, accounting, and business development.
- Problem-solving: Identifies issues, investigates discrepancies, and recommends practical solutions.
- Client-focused service: Demonstrates patience, professionalism, empathy, and responsiveness.
- Adaptability: Works effectively in a dynamic home care environment where priorities may change.
- Confidentiality and integrity: Exercises sound judgment when handling sensitive information.

What We Offer

- An opportunity to contribute to a growing Canadian-owned home care organization.
- A collaborative and supportive team environment.
- Opportunities to develop administrative, operational, and leadership skills.
- The chance to make a meaningful contribution to the quality of care and service provided to clients and families.

Pay: From $21.50 per hour

Expected hours: No less than 30.0 per week

Benefits:

- Casual dress
- Extended health care
- Paid time off
- Vision care

Work Location: In person

📌 Office Team Manager (Burnaby)
🏢 My Care Matters Health Services
📍 Burnaby