Business Office Manager

We are looking for a Business Office Manager to join our team!

Job Summary

The Business Office Manager (BOM) oversees all administrative and financial operations, including resident billing, accounts receivable, payroll, and financial reporting. The BOM ensures regulatory compliance, maintains accurate financial records, and delivers excellent customer service to residents and their families.

This role also supports the corporate office by managing Human Resources processes and ensuring the community complies with federal, state, and local policies. The BOM coordinates office services, records management, marketing, and special projects while fostering effective communication and a positive working environment.

Essential Functions

• Support the mission, vision, and culture of the organization through positive communication and leadership.
• Build strong relationships with residents, families, associates, physicians, pharmacies, and vendors.
• Contribute to team efforts by being flexible, providing support, and taking initiative.
• Maintain a work pace appropriate to workload; ensure regular attendance and punctuality.
• Ensure safety and security of associates; may serve as the community Safety Officer.
• Maintain safety manuals and ensure compliance with OSHA requirements.
• Report and document on-the-job injuries/illnesses within 24 hours; maintain OSHA 300 and 300A logs.
• Utilize payroll reporting tools to manage associate information and performance evaluations.
• Prepare timesheet reports, edit daily entries, and ensure accuracy of bi-weekly payroll.
• Submit payroll on time and respond to communications within 24 business hours.

Job Specific Requirements

• Associate’s degree or three years of office management experience, including bookkeeping and HR responsibilities.
• Excellent communication, diplomacy, time management, and organizational skills.
• Proficient in Microsoft Word, Excel, Outlook; able to learn company-specific software programs.
• HR experience is a plus.
• May require First Aid Certification and a valid driver’s license in good standing.
• Must be available for weekend coverage and emergency situations on a rotating basis.

Human Resources Responsibilities

• Monitor community turnover and hire staff as needed.
• Manage hiring and onboarding, including I-9 processing and Employee Personnel Checklist within 10 days of hire.
• Prepare new hire paperwork, employee status changes, exit paperwork, and leave requests for submission to corporate HR.
• Conduct new hire orientation and training on day one; participate in orientation programs and staff meetings.
• Coordinate staff and management meetings, as well as employee celebrations.
• Maintain an updated and accurate I-9 binder.
• Keep all confidential employee information secured under lock and key.
• Supervise administrative staff, ensuring compliance with company policies and procedures.
• Provide formal and informal performance feedback; address behaviors and performance appropriately.
• Assign work based on team responsibilities.
• Address associate complaints and grievances following company policy; partner with corporate HR as needed.
• Manage pre-employment screenings (drug tests, physicals, fingerprinting, background checks) to meet standards.
• Respond to Unemployment Insurance claims promptly; represent company at hearings.
• Conduct monthly benefit orientations, verify enrollment forms, and submit to corporate HR.
• Advise department heads on HR policies, terminations, and disciplinary actions with a witness present.
• Ensure all HR processes comply with federal, state, and local guidelines.

Accounting Responsibilities

• Process accounts payable invoices and submit routinely to the home office.
• Prepare daily bank deposits and submit deposit records.
• Forward resident accounting forms to the home office.
• Maintain accuracy of the community rent roll.
• Assist with resident billing, collections, and prepare accounts for collection agencies as needed.
• Assist with move-in, status change, and move-out paperwork for residents.
• Prepare monthly Spend-Down Reports for department heads.
• Maintain and communicate community census data.
• Support month-end closing procedures.
• Analyze monthly operations statements for the Executive Director and department heads.
• Handle or refer resident billing inquiries appropriately.

Accountabilities

• Act on constructive feedback to improve performance.
• Maintain confidentiality of resident, employee, and community information.
• Respect residents’ rights and demonstrate a positive attitude.
• Promote teamwork and a positive work environment.
• Assist other staff as needed.

Physical Requirements

• Mental alertness, attention, and concentration for extended periods.
• Ability to understand and carry out written, oral, or diagrammatic instructions.
• Ability to conduct business and conversations in various settings.
• Adapt to situations requiring precise standards.
• Regularly required to sit, talk, or listen.
• Ability to stand, stoop, bend frequently, lift up to 20 lbs, and push up to 40 lbs.
• Ability to talk, hear, use hands/fingers, handle objects, and reach with hands/arms.
• Vision requirements: close vision, depth perception, and focus adjustment.
• Physical stamina to move freely and assist residents, including emergencies.
• Work environment noise: moderate to noisy.
• Willingness to work required shifts, including evenings, weekends, overtime, and holidays.

We offer a competitive starting wage along with a comprehensive employee benefits package that includes, but is not limited to:

• Health, Dental, Vision, 401K
• Paid vacation, holidays, and sick leave
• A positive working environment
• Growth Potential

EEOC Statement

The above statements are intended to be generally descriptive but not exhaustive of all functions. The omission of a specific duty does not exclude it from the position if work is similar, related or logically assigned. Moreover, the description is subject to change as the needs of the employer or position change. The employer is an Equal Employment Opportunity Employer and will comply with the ADA to make reasonable accommodation to qualified individuals. Qualified individuals are encouraged to discuss potential accommodations with the employer.

Our facility practices COVID safety guidelines that include but not limited to: daily COVID screening before start of shift, bi-weekly COVID testing, and proper PPE worn at all times.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to undergo a background check, in accordance with local law/regulations?
• Are you willing to take a drug test, in accordance with local law/regulations?

Work Location: In person