Job Summary:

The Business Office Manager will be responsible for leading the business through management and supervision of the day-to-day accounting functions at the community. 

Supervisory Responsibilities: 

• Recruits, interviews, hires, and trains new staff in the department.
• Oversees the day-to-day operations of the business office, including staffing coverage and management.
• Conducts performance reviews for direct reports.

Duties & Responsibilities:

• Leads others through oversight of Human Resources, employee relations and team development.
• Ensure all proprietary, financial, team member and resident information is kept confidential.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Process/file worker’s compensation claims.
• Processes orders for all necessary equipment and supplies for the community. Orders are placed within budget guidelines and maintain inventory control.
• Accountable for business office budget and provides reports to management as requested.
• Perform human resource duties, including but not limited to:
• Maintain team member personnel files.
• Generate and review weekly payroll labor reports and address team member payroll concerns. Forward report to RVP of Operations.
• Submit payroll to PEO and Executive Director. Resolve all issues.
• Promotes personal and professional growth of staff.
• Places open position ads; assist in recruiting, hiring, supervising, evaluating, counseling, and if necessary, terminating team members.
• Works with support office and PEO human resources on disciplinary situations and meets with team members to discuss issues and concerns.
• Onboarding new team members, including creating and maintaining team member files.
• Assist in training team members by conducting new hire orientation.
• Enroll, monitor completion, certificate archiving/filing and deactivation of all team members in continuing education online program (Relias).
• Ensuring new hire team member criminal histories, state required background checks are completed.
• Verify required team member licenses and certifications are current.
• Confirm team member tuberculosis screening is performed as required by state or provincial regulations.
• Review and submit invoices to department managers for approval and then enter into accounts payable system timely and accurately. Monitor billing errors.
• Maintains resident billing files.
• Assist with lease signing – As needed.
• Assist in answering resident billing issues.
• Confirm move-in deposits and collected monthly rent payments are deposited and recorded in a timely manner.
• Send Monthly delinquent notices and follows collection guidelines.
• Process annual resident lease increase letters.
• Enter required information into Yardi for all Move-in/Move-outs.
• Enter all charges in the billing system prior to running all statements.
• Follow monthly accounting calendar to meet all deadlines.
• Manages Concierge and Transportation departments. Responsible for all hiring decisions and other personnel matters relating to these departments.
• Perform staff duties necessary for immediate community operation in case of staffing problem.
• Respect dignity and confidentiality standards and promote resident rights.
• Complete or assist with special projects as requested by community or senior management.
• Adheres to all policies and procedures of the company.
• Obtain license or certification necessary for Executive Director position within one year of hire date.
• Performs other related duties as assigned.

Required Skills & Abilities: 

• Exceptional teamwork and leadership skills.
• Excellent organizational skills and multi-tasking abilities.
• Strong attention to detail and basic bookkeeping skills required.
• Strong experience developing individual team members.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Proven ability to execute results.
• Strong financial and human resources judgement.
• Desire to work with older adults and their families.
• Demonstrate ability to communicate effectively in English, both verbally and in writing.
• Projects a positive and professional image at all times.
• Able to concentrate with frequent interruptions. 
• Able to talk and hear effectively to convey instructions and information to residents and team members.
• Maintains basic knowledge of computer software and internet platforms including email.

Education & Experience: 

• High school diploma or equivalent required.
• Two to three years of experience as a Business Office Manager in Assisted Living/Memory Care or related field required.
• Excellent knowledge of the state regulations and compliance management.
• Working knowledge of basic accounting terminology and processes.
• Meet state or provincial health related requirements.
• Maintain any other certification as required by state or provincial regulations.

Physical Requirements: 

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.
• Able to stand or walk 75% of the day. 
• Able to work under conditions that require sitting, standing, walking, reaching, pulling, pushing, and grasping. 
• Subject to reactions from dust, disinfectants and cleaning chemicals and may be exposed to infectious waste, diseases, and other conditions. 
•   Subject to infectious diseases, substances, and odors.