Business Office Manager

Overview:

The Office Manager assists all Directors with certain aspects of daily facility operations. The Office Manager co-ordinates the facility expenses and revenue with the Executive Director.

Duties and Responsibilities:

Receptionist/Concierge

• Answers main switchboard. Relays calls and messages.
• Greets visitors and gives directions.
• Documents all work orders to the Maintenance Director.

Human Resources

• Processes all employees in and out of the payroll system.
• Enters all hourly employees into the payroll hand punch system.
• Maintains hand punch system and employee hours to ensure hours are correct.
• Processes payroll on a bi-weekly basis.
• Enters all pay raises and maintains employee personnel files in payroll system.
• Assures complete and current personnel paperwork is on file for all staff.
• Maintains and updates Employee Handbook for salaried and hourly employees.
• Maintains all paperwork required for hiring and firing employees.
• Runs all background checks required by the State of Alabama for all staff.
• Assists with all ninety day and annual appraisals for employees.
• Reports all staff grievances or concerns in a timely manner to the Executive Director
• Ensures all employees have and wear their name badges
• Ensures all employees have up-to-date TB skin tests and flu shots.
• Informs all employees of available benefits.
• Processes any Workmen’s Compensation claims.
• Distributes payroll checks.

Bookkeeping/Administration

• Responsible for completion of monthly Rent Roll Summary
• Responsible for completion of monthly Census reports.
• Assures residents’ monthly invoices are accurate, and distributed in a timely manner.
• Receives and records residents’ monthly rent payments.
• Submits monthly billing for Choices residents.
• Tracks all Choices payments. Follows up on rejected billing.
• Tracks all receivables and sends out collection letters when payments are late.
• Manages the petty cash account.
• Manages the residents’ petty cash accounts.
• Orders all office supplies
• Prepares weekly invoices to be sent to Head Office via FedEx.

Marketing

• May conduct professional tours of facility and provide information regarding scope of services and associated fees.
• Maintains all copies of original residential paperwork required by the Marketing Director for admitting a new resident.
• Sends all documentation to Head Office regarding residents moving in or out.

Resident Care:

• Assures complete and current paperwork is on file for all residents.
• Assists residents with inquiries
• Listens to residents’ comments (good or bad).
• Takes meal orders for residents’ guests and gives to Dietary.
• Assists residents when needed.
• Reserves guest rooms when needed

Required skills, education and experience for Office Manager:

• Associates Degree or higher.
• Experience pertaining to the job description is preferred.
• Must have the ability to maintain effective working relationships with other co-workers and relate well with authority figures.
• Must be passionate about seniors
• Able to work with seniors ranging from independent to those requiring assistance with physical and cognitive impairments.
• Requires frequent sitting, standing, bending, reaching, stooping, twisting, pushing, and walking.
• Must present a neat, clean, and professional appearance and demonstrate a positive and cheerful attitude towards other associates and residents and their families
• Must understand that they are subject to exposure to hazardous chemicals and infectious substances.
• During winter weather may be exposed to inclement conditions.