Office Manager | Home Healthcare

Apollo Home Healthcare is seeking an Office Manager to join our Pleasanton, CA team. This role is the operational backbone of the office—ensuring smooth day-to-day execution while supporting both clinical and administrative teams in a fast-paced home healthcare environment.

Apollo is part of Obran Cooperative, a worker-owned healthcare organization building a better alternative to traditional healthcare employment. Our clinicians have a real voice, shared ownership, and a long-term stake in the organization.

As Office Manager, you’ll own core office operations -- from managing information flow and supplies, to supporting recruiting, onboarding, and compliance. You’ll play a key role in enabling high-quality patient care by keeping systems organized, efficient, and continuously improving. This is an on-site role reporting to the Executive Director/Administrator, working Monday–Friday, 9am–5pm.

What You'll Do

Office Operations & Experience

• Create and maintain a clean, organized, and welcoming office environment
• Serve as the front door of the office, greeting visitors and ensuring a positive experience for clinicians and guests
• Coordinate office upkeep with vendors, building management, and internal stakeholders

Mail & Information Flow

• Manage all incoming and outgoing mail
• Scan, triage, and route incoming mail to the right people quickly and accurately
• Track and escalate time-sensitive documents to ensure nothing falls through the cracks

Supplies & Field Support

• Own inventory of medical supplies, ensuring clinicians and patients have what they need, when they need it
• Coordinate supply distribution and delivery to field staff
• Order and maintain office supplies to enhance day-to-day operations

Recruiting & Onboarding Support

• Support recruiting operations (interview scheduling, candidate coordination, pipeline tracking)
• Help deliver a smooth, welcoming onboarding experience for new hires, including in-person onboarding when needed
• Partner with HR and clinical leadership to ensure new team members are set up for success

Compliance & Administrative Operations

• Collaborate with team to maintain office compliance across licenses, credentialing, and HR documentation
• Help ensure documentation is audit-ready, organized, and up to date
• Support process improvement and training efforts around employee record keeping as needed to support payroll and HR compliance

Team & Clinical Support

• Support clinicians through training and troubleshooting use of company software tools and workflows
• Help support referral relationships and external partnerships as needed

Requirements

Required Qualifications

• Highly organized with strong attention to detail. You can manage multiple workflows and keep things from slipping
• Clear, professional communication skills (written and verbal)
• Experience in an administrative, office management, or coordination role
• Experience in a customer-facing setting (e.g., front desk, reception, or similar)
• Comfortable using technology and quick to learn new tools
• Able to reliably travel locally as needed (e.g., handling mail, coordinating supplies, supporting office operations)
• Authorized to work in the United States

Preferred Qualifications

• Experience in healthcare or home healthcare
• Familiarity with Electronic Medical Record systems such as WellSky/Kinnser
• Super user of Google Workspace (Docs, Sheets, Gmail)
• Spanish language skills, to support patient communications
• Experience supporting or managing recruiting and onbo

We’re especially excited about candidates who take ownership, improve systems, and proactively find ways to make operations more efficient over time.

Benefits

• Competitive hourly compensation of $38–$45/hour, commensurate with experience
• High quality medical (Kaiser or Blue Shield of CA), dental, vision, life & disability insurance, with generous employer contributions
• HSA/FSA options to cover healthcare expenses and dependent care with pre-tax dollars
• 401(k)
• Paid time off, sick time, and paid holidays

• Mileage reimbursement for any local travel required for work purposes
• Eligibility for Obran Cooperative membership, including voting rights and profit sharing

Salary Range D