Business Office Manager

The Business Office Director is responsible for overseeing the daily business operations of the community, ensuring financial accuracy, regulatory compliance, and exceptional customer service. This position serves as the primary leader for human resources administration, payroll processing, accounts receivable, accounts payable, resident billing, onboarding, and administrative support functions. The Business Office Director works closely with department leaders to support community operations while maintaining AgeWell Senior Living's commitment to excellence in resident care and associate engagement.

Essential Duties and Responsibilities

Financial Management

• Manage all resident billing, collections, and accounts receivable functions.
• Prepare and maintain accurate financial records and reports.
• Process accounts payable invoices and ensure timely vendor payments.
• Monitor outstanding balances and work with residents and responsible parties regarding payment arrangements.
• Assist the Executive Director with budget monitoring and financial reporting.
• Reconcile petty cash and other community financial accounts.
• Maintain confidentiality of all financial information.

Human Resources & Payroll

• Coordinate recruitment, onboarding, and orientation processes for new associates.
• Maintain employee personnel files in compliance with company policies and regulatory requirements.
• Process payroll accurately and timely while ensuring proper documentation of timekeeping records.
• Track and maintain employee licenses, certifications, and required training records.
• Assist managers with employee relations matters and policy interpretation.
• Coordinate benefits enrollment and employee information updates.
• Support workers' compensation and unemployment claims administration.

Resident & Family Services

• Assist prospective residents and families with admission paperwork and financial documentation.
• Ensure residency agreements and required admission documents are completed and maintained.
• Serve as a point of contact for billing inquiries from residents and responsible parties.
• Support resident move-in and move-out processes.

Administrative Operations

• Oversee front office operations and administrative support services.
• Ensure compliance with federal, state, local, and company regulations.
• Maintain community records and required documentation.
• Manage office supply inventory and purchasing.
• Coordinate mail distribution and business correspondence.
• Assist with audits, surveys, and regulatory inspections.
• Support community events and resident engagement activities as needed.

Leadership Responsibilities

• Promote a positive and professional work environment.
• Collaborate with department leaders to support community goals and objectives.
• Participate in leadership meetings and strategic planning initiatives.
• Model AgeWell Senior Living's mission, vision, and values.
• Provide training and guidance related to administrative and business office functions.

Qualifications

Education

• Associate's degree in Business Administration, Accounting, Human Resources, Healthcare Administration, or related field preferred.
• Equivalent combination of education and experience may be considered.

Experience

• Minimum of three (3) years of business office, accounting, payroll, human resources, or administrative management experience.
• Senior living, healthcare, or hospitality experience preferred.
• Experience with payroll systems, billing software, and financial reporting preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounting principles and payroll practices.
• Knowledge of employment laws and human resources regulations.
• Excellent organizational and time management skills.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office applications and business management software.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.

Physical Requirements

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to lift up to 25 pounds occasionally.
• Ability to operate standard office equipment including computers, telephones, printers, and copiers.

Working Conditions

• Primarily works in an office environment within a senior living community.
• Frequent interaction with residents, families, associates, vendors, and visitors.
• May require occasional evening or weekend work to support community needs.

AgeWell Senior Living Expectations

The Business Office Director is expected to uphold and demonstrate AgeWell Senior Living's commitment to providing exceptional service, fostering meaningful relationships, promoting resident wellness, and supporting a culture of accountability, compassion, integrity, and excellence.