Receptionist/ Business Office Manager

Position Summary

The Receptionist / Business Office Manager serves as the first point of contact for residents, families, visitors, and vendors while providing essential administrative and business office support. This role is responsible for maintaining a welcoming and professional front‑desk environment, supporting financial and administrative operations, and ensuring compliance with assisted living policies and procedures.

Key Responsibilities

Front Desk & Customer Service

• Greet residents, families, visitors, and vendors in a warm, respectful, and professional manner

• Answer and direct incoming phone calls appropriately

• Maintain a sign‑in/sign‑out log for visitors per policy

• Assist residents and families with general inquiries and direct concerns appropriately

• Maintain reception area organization and professionalism

Business Office & Administrative Functions

• Manage daily business office operations, including filing, documentation, and record maintenance

• Assist with accounts receivable, billing support, and resident financial documentation

• Process invoices, purchase orders, and expense tracking as assigned

• Support payroll, staffing documentation, and onboarding paperwork as directed

• Maintain staff and resident records in compliance with privacy and confidentiality requirements

Compliance & Documentation

• Ensure adherence to assisted living regulations and company policies

• Maintain secure and organized records related to residents, finances, and staffing

• Assist leadership with audits, surveys, and Plan of Correction documentation as needed

• Support confidentiality and HIPAA compliance at all times

Collaboration & Communication

• Work closely with Executive Director, Director of Nursing, and leadership team

• Communicate professionally with vendors, corporate contacts, and external agencies

• Support positive family relations and resident satisfaction initiatives

Qualifications

• High school diploma or equivalent (Associate degree or Business Office experience preferred)

• Previous experience as a receptionist, administrative assistant, or business office role preferred

• Assisted living, healthcare, or senior living experience strongly preferred

• Strong organizational skills and attention to detail

• Excellent communication and customer service skills

• Proficiency with office software (Microsoft Office, electronic systems)

• Ability to maintain confidentiality and work independently

• Professional, welcoming demeanor

What We Offer

• Competitive pay

• Supportive leadership and team environment

• Stable, meaningful role serving seniors

• Opportunity for professional growth in assisted living administration

• Resident‑focused, mission‑driven workplace