Business Office Manager

Commonwealth Senior Living; Kilmarnock; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading senior living community seeks a Business Office Manager to oversee administrative and HR functions. The role involves managing resources, ensuring smooth operations, and assisting the Executive Director. Ideal candidates hold an Associates’ Degree or higher and have significant office management experience.

Qualifications

• Office Management experience required.
• Must be able to read, write, speak, and understand English.
• Experience in administrative roles preferred.

Responsibilities

• Oversee business functions and assist the Executive Director.
• Manage HR issues and coordinate new hire orientations.
• Supervise administrative tasks and maintain resident confidentiality.

Skills

Organizational skills

Communication

Interpersonal skills

Computer literacy

Education

Associates’ Degree

Bachelors’ Degree

Tools

Yardi

Job description

Business Office Manager oversees the administrative and business functions of the community. As the first point 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 ensuring the smooth operation of the community's overall administrative activities.

Position: Monday - Friday, Full-time, MOD with weekends as needed.

Qualifications:

• Minimum Associates’ Degree; Bachelors’ Degree preferred. Office Management experience is required.
• Must be able to read, write, speak, and understand English.
• Experience preferred in administrative roles and/or bookkeeping, including payroll, accounts payable, and receivable.
• Intermediate to high skill level with computer systems.
• Comfortable with a multi-line telephone system, answering, taking messages, and transferring calls.
• Acceptable driving record (required driver).
• Strong organizational skills and ability to meet deadlines.

Primary Responsibilities:

Accounting Liaison

• Assist Department Heads with data entry in Yardi.
• Supervise, coach, and mentor the Receptionist.
• Serve as community contact for HR and Accounting issues.
• Type memos, correspondence, reports, and other documents.
• Maintain current files of residents, emergency contacts, and on-call personnel.
• Maintain confidentiality of resident information.
• Be knowledgeable about community services and rates.
• Make daily bank deposits.
• Maintain Resident Fund Accounts, if applicable.
• Perform administrative tasks in Yardi as approved.
• Compile data for the Home Office as required.
• Reconcile and transmit petty cash requests bi-weekly, if applicable.
• Send invoices, reports, garnishments, etc., to the Home Office promptly.
• Track receipts for household accounts and mail monthly to the Business Office.
• Handle semi-monthly supply orders.

Human Resources Liaison

• Create a warm, professional, and confidential environment.
• Support management with HR issues.
• Inform the Executive Director and HR of employee relations issues.
• Participate as HR subject matter expert and on project teams.
• Assist with benefits education and administration.
• Manage Workers Compensation claims in partnership with Risk Management.
• Support internal and external transfer requests.
• Coordinate new hire orientations.
• Maintain accurate employee records and files.
• Manage staffing and recruiting, working with the Talent Acquisition Specialist.
• Assist with hiring processes, including requisitions, screening, and interviews.