Business Office Manager

Commonwealth Senior Living; Kilmarnock; On-site; GBP 25,000 - 45,000; Full time

Job summary

An established industry player is seeking a Business Office Manager to oversee administrative functions and support the Executive Director. This role requires a blend of administrative expertise and human resources knowledge, ensuring smooth operations within the community. The ideal candidate will have a strong background in bookkeeping, payroll, and organizational skills, along with the ability to maintain confidentiality and professionalism. Join a dynamic team where your contributions will directly impact the community's success and enhance the quality of life for residents. This is a fantastic opportunity to grow in a supportive environment that values your skills and dedication.

Benefits

Health insurance

Paid time off

Retirement plan

Professional development opportunities

Qualifications

• Experience in administration and bookkeeping is essential.
• Must have strong organizational skills and be detail-oriented.
• Ability to manage payroll and financial records effectively.

Responsibilities

• Oversee administrative functions and support the Executive Director.
• Manage human resources issues and maintain employee records.
• Assist with accounting tasks and ensure confidentiality.

Skills

Administrative skills

Bookkeeping

Payroll management

Accounts payable

Accounts receivable

Organizational skills

Communication skills

Multi-line telephone system

Education

Associates' Degree

Bachelor's Degree

Tools

Yardi

Computer application systems

Job description

The Business Office Manager oversees the Administrative/business functions of the community. Often as first position of contact for guests, visitors and vendors, a courteous, professional manner and appearance are essential for good public relations. The main objective is to assist the Executive Director in helping the community run smoothly in overall administrative activities.

Position: Monday-Friday, 8am-5pm, may have MOD responsibilities a weekend out of the month.

Experience is required for the role

Qualifications

1. Minimum Associates’ Degree; Bachelors’ Degree preferred.
2. Must be able to read, write, speak and understand the English language.
3. Experience in an administrative position and/or bookkeeping. Experience in payroll, accounts payable and/or accounts receivable, required.
4. Intermediate to high skill level with computer application systems is essential.
5. Must be comfortable with a multi-line telephone system, answering, taking messages and transferring calls.
6. Acceptable driving record (required driver)
7. Solid organizational skills and ability to meet deadlines.

Areas of Primary Responsibility

Accounting Liaison

1. Assist Department Heads, as needed, with entering appropriate data in Yardi.
2. Supervise, coach, and mentor the Receptionist.
3. Community point of contact for Human Resources and Accounting situations.
4. Type memos, correspondence, reports, and other documents as requested.
5. Maintains current file of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel, department extensions.
6. Maintains confidentiality of all pertinent resident information to ensure that resident rights are protected.
7. Knowledgeable about community services and rates.
8. Responsible for making bank deposits daily.
9. Maintain Resident Fund Accounts, if applicable.
10. As approved by Executive Director, responsible for performing administrative tasks in Yardi.
11. As approved by Executive Director, responsible for compiling data, to be shared with the Home Office.
12. Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.
13. Mails invoices, VEC Separation Reports, garnishments, etc. to Home Office in timely manner.
14. Responsible for keeping track of receipts for household account, attaching to check stubs and mailing to Business Office monthly.
15. Handles semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).

Human Resources Liaison

1. Creates and maintains an atmosphere of warmth, personal interest and positive emphasis with professionalism and confidentiality.
2. Assists and supports management and the leadership team with handling and resolving Human Resources issues.
3. Informs Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
4. Serve as Human Resources subject matter expert for the community and participate on project teams.
5. Partners with Executive Director in managing Benefits Education and Administration.
6. Partners with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs management.
7. Assists employees with internal and external transfer requests and procedures.
8. Coordinates and tracks “Jump Start” orientation for all new hires.
9. Ensures accurate maintenance of all employee records and files.
10. Maintains current files on employees including I-9, new hire paperwork, performance reviews and disciplinary actions.
11. Managing the Staffing and Recruiting Process:

• Works closely with the community’s Talent Acquisition Specialist.
• Monitors and assists managers/supervisors with hiring processes and issues.
• Submits job requisitions through Formstack based on community hiring needs.
• Attends weekly or bi-weekly calls with the Talent Acquisition Specialist.
• Coordinates and administers pre-hire screening including: applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
• Facilitates interdepartmental transfers and promotions and transfers or promotions to other communities.
• Oversees the selection and offer processes for employees to ensure proper procedures are followed.
• Ensures interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked.
• Ensures drug screening and background checks are completed in accordance with CSL policy.