Business Office Manager

Enhance office effectiveness by providing support relating to the day-to-day operations regarding human resources, personnel files,resident files, accounts payable, accounts receivable and any other documentation related to employment and maintaining compliance

Essential Functions:  

Office Management:

• Ensures incoming phone calls are managed
• Assists Executive Director and Management Team
• Performs Manager On Duty responsibilities when assigned 
• Maintain vendor contract files

Accounts Payable:

•       Inputs all required information related to AP into the Yardi system 
•      Performs accounts payable duties to include data entry of payables into the system and submission of monthly AP        purchase journal. Records proper coding and proper approval on all invoices. 
•      Assigns all expenses to the proper department code numbers 
•      Maintains the petty cash process including ledger accounting for disbursements

Accounts Receivable:

• Inputs all required information related to AR and resident information into the Yardi system 
• Perform accounts receivable duties to include data entry of resident transactions and collection of amounts due. 
• Generates resident billing with accuracy. Responds to resident and family inquiries.
• Makes bank deposits daily.
• Provides information and data entry of financial information for the Executive Director related to required reports
• Prepares refund requests for residents when applicable
• Ensures all past due accounts are addressed according to the best practice standard and utilizing our collections partner as appropriate

Financial:

• May participate in monthly budget variance conferences and provide reports 
• Assists with community credit card reconciliation at the direction of the Executive Director
• General accounting duties as necessary

Administrative:

• Properly reports and tracks job related injuries and incidents
• Maintains OSHA logs
• Maintains labor law, state and federal regulation postings
• Prepares and maintains all associate files
• Prepares and maintains all resident financial files
• Maintains confidentiality of all resident and associate information

Human Resources:

•      Assists in the recruitment of new associates
•      Performs on-boarding process of new hires to include paperwork and adding them into the HRIS
•      Inputs and assigns required courses to new hires, existing associates and assists with on-line training system
•      Assists in the administration of Company benefit programs
•      Provides support and guidance related to associate leaves of absence
•      Acts as the liaison for the Community in regards of Company policies and procedures
•      Assists with counseling, documenting associate grievances, investigations, and tracking corrective actions
•      Maintains personnel files

Payroll:

• Processes payroll to including, but not limited to entering missed punches, holidays and requests for time off after proper approval has been received; submission of payroll report to Executive Director and Payroll Manager on assigned day
•  Ensure instances of associate overtime are reports to Executive Director and Department Heads
•      Send PAF's timely to Payroll and Human Resources

Non-Essential Functions:

• Leads by example exhibiting the CORE Values through servant leadership
• Encourages teamwork and promotes company philosophy
• Attends required community meetings and participates Life Enrichment activities when able
• Attends monthly BOM teleconference calls and other required training opportunities as assigned
• Completes all required courses in adherence with HRA University
• Is prompt and able to perform the required duties of the position on a regular, predictable basis
• Becomes familiar and understands how to report a missing person using the Safe Return program or equivalent
• Becomes familiar and understands the steps for fire evacuation

All associates are responsible for maintaining a safe and secure environment for all community residents