Now Recruiting: Office Manager
Location: St. John's, NL (with hybrid flexibility considered)
Type: Full-time, permanent
Start date: Monday August 24
Salary Range: $40,950 - $45,500 (commiserate with experience)
Deadline to apply: Friday August 7 at 5pm
Apply to: [email protected]
About Sunflower
Sunflower is a Newfoundland & Labrador–based senior services agency, and we're at an exciting moment: we're moving out of our start-up phase and into real growth. As we scale, we need an operational hub — someone who keeps daily activities running smoothly, supports our caregivers and clients, and frees the owners to focus on care quality and expansion. That person is our Office Manager.
If you're the kind of person who quietly makes sure everything works — the pay runs on time, the invoices go out, the files are in order, the phone gets answered, and the team feels supported — this is your role.
The Role
As Office Manager, you'll be the operational backbone of Sunflower. You'll work closely with the owners and act as the connective tissue between caregivers, clients, families, and ownership.
What you'll do
Payroll Support
- Collect and verify timesheets
- Submit approved hours for payroll processing
- Track vacation requests, sick days, and leave balances
- Answer staff questions about hours, pay, or deductions
Billing & Invoicing
- Generate client invoices based on hours delivered
- Send invoices on schedule and track payment status
- Follow up on overdue accounts with polite but consistent reminders
- Reconcile payments received against invoices issued
- Coordinate with the bookkeeper or finance function on accounts receivable
Office Operations
- Manage office supplies, equipment, and subscriptions
- Maintain the phone system, answering service, and general inbox
- Organize and file documents (digital and physical) for easy retrieval
- Keep the office environment professional and functional
- Coordinate maintenance or IT support when needed
Compliance & Documentation
- Ensure client and employee files meet regulatory and licensing requirements
- Track policy acknowledgments and required training completions
- Maintain confidentiality protocols for sensitive client and staff information
- Support preparation for inspections or audits related to Home Care Agency licensing
Communication & Support
- Serve as a liaison between caregivers, clients, families, and ownership
- Handle routine questions and problem-solve minor issues independently
- Escalate significant concerns (safety, complaints, staffing crises) to the owners
- Represent Sunflower professionally in every interaction
What we're looking for
- Office administration, office management, or operations experience
- Confidence with payroll timesheet collection and invoicing/billing workflows
- Strong working knowledge of Google Suite and cloud-based tools; comfort learning systems like AlayaCare, Square etc
- Demonstrated discretion handling confidential and personal health information
- Excellent written and verbal communication
- A proactive, problem-solving mindset — you notice what needs doing and do it
Personal qualities that matter to us
- Warmth, reliability, and quiet competence
- Good judgment about when to handle something and when to escalate
- Genuine care for the people of Sunflower, both clients and workers
Additional requirementsThis position will be partially supported by a JobsNL Wage Subsidy. As such, please clearly articulate in your cover note how you meet the following criteria:
- Must reside in Newfoundland and Labrador.
- Must be unemployed or underemployed (working less than 20 hours per week or in a field unrelated to their training); or recent post-secondary graduates who have not found employment in their field.
- Must be a Canadian citizen or permanent resident in Newfoundland and Labrador. Temporary residents may be eligible if they are international graduates with a Post-graduate Work Permit or have an Open Work Permit.
- Must not be receiving federal or provincial pensions, Workplace NL benefits, or other benefits.
What we offer
- Salary range of $40,950 - $45,500 commensurate with experience
- A small team work environment, with an office based in the East End of St. John’s
- A genuinely meaningful role supporting care for seniors and families in our community
- Growth as the company grows — your role evolves with Sunflower
How to apply
Send your résumé and a short cover note (a few sentences is fine — tell us why this role fits you) to no later than Friday August 7 at 5pm.
We thank all applicants for their interest; only those selected for an interview will be contacted.
Sunflower Home Support Services is an equal-opportunity employer. We welcome applications from all qualified candidates, including Indigenous persons, visible minorities, persons with disabilities, women, and members of other equity-seeking groups. Reasonable accommodations in the recruitment process are available on request.
Pay: $40,950.00-$45,500.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
