Office Manager

About the role

Abby-care is seeking an Office Manager for our West Springfield location. This full-time, onsite position is crucial for maintaining a welcoming and efficient environment for families, instructors, and staff. You will be the primary point of contact, ensuring smooth daily operations and supporting our training and care programs.

Key facts

What you'll do

• Serve as the initial point of contact for all visitors and callers at the West Springfield hub, providing support and addressing inquiries.
• Relay feedback and concerns from families to the appropriate managers in a timely manner.
• Conduct informational meetings with parents to explain training processes and enroll them in the Circle platform.
• Assist with caregiver offboarding and discharge procedures to ensure smooth transitions.
• Manage office supplies, inventory, and vendor relationships to keep the site well-stocked and operational.
• Coordinate scheduling and liaise with facilities contacts to prepare the site for all activities.
• Facilitate parent enrollment in necessary training programs and coursework.
• Prepare the office and materials for skills labs in collaboration with instructors.
• Assemble and deliver admission binders for Registered Nurses before Start-of-Care visits.
• Create, package, and mail caregiver badges accurately and promptly after lab completion.

Requirements

• 2-5+ years of experience in office coordination, operations, customer service, or a similar role within a fast-paced services, healthcare, or startup setting.
• Ability to work full-time, onsite 5 days a week in West Springfield, demonstrating strong punctuality and reliability.
• Empathetic and clear communication skills across email, phone, and in-person interactions, especially with families in complex care situations.
• Highly organized and detail-oriented, capable of managing multiple tasks and prioritizing effectively.
• Proficiency with Google Workspace, basic spreadsheets, and CRM tools like Salesforce for data entry and tracking.
• Resourceful and solution-oriented, with a willingness to handle all tasks and resolve issues independently.

Nice to have

• Bilingual in Spanish.

Skills & tools

• Google Workspace
• Spreadsheets
• CRM tools (e.g., Salesforce)

Practical notes

• Compensation packages are competitive and reflect the impact of your work.
• Comprehensive health coverage includes medical, dental, and vision options, with a $0 deductible PPO and company-funded HSA, plus employer-paid life and disability insurance.
• Generous paid time off and 10 paid company holidays are provided.
• Financial benefits include HSA contributions, optional FSA and commuter benefits, and full coverage of all 401(k) account fees (employer match not currently offered).
• Paid parental leave is available to support growing families.
• Employment is contingent upon successful completion of a background check, satisfactory references, and required documentation.
• Abby Care may use automated decision tools for initial candidate matching, but all hiring decisions involve final human review. Contact talent@abbycare.org for questions or alternative processes.