Business Office Manager

The Business Office Manager (BOM) is responsible for overseeing the day-to-day business, financial, and administrative operations of a specific State Licensed Senior Living Community; required to follow state guidelines according to facility location and licensing type. This role supports the Executive Director and leadership team by ensuring accurate accounts payable processing, payroll administration support, resident billing and collections, admissions financial coordination, scheduling, human resources administrative support, and occasional on-call or rotating support as a main POC (MOD) or communication liaison during staffing constraints, holidays or other coverage support needs.

The Business Office Manager plays a key role in maintaining organized, compliant, and audit-ready records in accordance with affiliated state regulated agencies and company policies. This position also supports new hire orientation, supports employee and leadership collaboration and communications, champions safety and workplace expectations/policies, assists with resident admissions, provides concierge-style administrative and front-desk coverage, when necessary, to ensure smooth daily operations.

QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor’s degree in business, accounting, healthcare administration, or a related field preferred.

• Minimum 2–3 years of experience in a business office, financial, or administrative role, preferably in healthcare, senior living, or assisted living settings.

• Demonstrated experience managing accounts payable, invoicing, and expense tracking.

• Proven experience with payroll processing and working knowledge of timekeeping systems.

• Knowledge of resident billing, accounts receivable (A/R), and collections practices, including posting payments and professionally communicating with residents/families about account status.

• Strong organizational skills with the ability to manage multiple priorities and meet strict deadlines.

• Proficient with computers and software, including Microsoft Office (especially Excel), Outlook, and accounting/billing systems commonly used in senior living environments.

• Ability to maintain confidentiality and professionalism handling sensitive financial and employee information.

• Excellent written and verbal communication skills — comfortable making respectful collection calls and communicating billing details to residents and families.

• Ability to work both independently and collaboratively with a multidisciplinary leadership team.

RESPONSIBILITIES – Included but not limited to:

Accounts Payable & Financial Administration

• Serve as the primary point of contact for all accounts payable (AP) functions for the community.

• Track, receive, organize, and follow up on invoices from vendors, contractors, utilities, and service providers.

• Proactively pursue missing or delayed invoices to ensure timely processing.

• Review invoices for accuracy, proper approvals, and correct coding prior to submission.

• Process invoices accurately and timely in the company’s AP system.

• Maintain an invoice tracking system to ensure all expenses are captured each month.

• Reconcile invoices monthly to confirm expenses are complete, accurate, and properly recorded.

• Coordinate with leadership and regional teams to resolve invoice discrepancies.

• Monitor recurring expenses and identify unusual charges or trends.

• Ensure AP deadlines and month-end close requirements are consistently met.

Payroll & Human Resources Support

• Process and submit payroll accurately and on time in accordance with company policies.

• Review timecards and collaborate with department leaders to resolve discrepancies and occasionally support scheduling tasks as needed.

• Serve as a resource for staff regarding payroll-related and benefits questions.

• Assist with HR administrative functions, including employee files, documentation, supports policy/workplace expectations, to include reporting/investigation support and compliance tracking.

• Support onboarding and offboarding processes in coordination with leadership and HR.

• Maintain confidentiality and compliance with all employment-related regulations.

New Hire Orientation & Onboarding

• Coordinate and complete new hire orientation for all incoming team members.

• Ensure onboarding paperwork, acknowledgements, and required documentation are completed accurately and in accordance with company and state standards.

• Introduce new team members to company culture, policies, and operational expectations.

• Serve as a welcoming first point of contact for new team members.

• Ambassador of company core values and culture

Resident Billing & Admissions Support

• Manage resident billing, invoicing, and payment tracking in accordance with company policy.

• Set up new resident accounts and ensure accurate billing from move-in forward.

• Collect all resident payments, including rent, care charges, and ancillary services.

• Post payments accurately and timely to resident accounts.

• Review and monitor accounts receivable (A/R) reports regularly to identify past-due balances.

• Proactively make collection calls and follow up with residents and families regarding outstanding balances in a professional, respectful manner.

• Coordinate with leadership to resolve billing discrepancies and address delinquent accounts.

• Coordinate with residents/responsible parties to complete long term care insurance claims.

• Assist with all resident admissions, including financial documentation, contracts, and system setup.

• Ensure all admission-related financial paperwork is complete prior to or at move-in.

• Communicate clearly with residents and families regarding billing questions, payment expectations, and account status.

• Maintain compliance with company policies related to billing, collections, and financial documentation.

General Administrative & Team Support

• Serve as a trusted administrative partner to the Executive Director and leadership team.

• Support leadership with concierge-style front desk responsibilities, ensuring a welcoming and professional first impression.

• Assist with scheduling support, coordination, and communication as needed.

• Provide coverage when necessary to ensure continuity of front desk and administrative operations.

• Maintain organized systems, files, and records for audits, compliance reviews, and daily operations.

• Communicate professionally with vendors, residents, families, staff, and corporate partners.

• Step in where needed to support daily operations—assisted living is a team environment.

• Other duties as assigned.