Associate Executive Director

HarborChase, LLC.; Boynton Beach, Northern (FL, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

HarborChase, LLC. is seeking an Office Manager to support day-to-day operations, HR administration, and financial processes in a Florida community.

The role covers AP/AR, vendor management, payroll support, and ensuring regulatory compliance while maintaining confidential files for residents and associates. The position requires 3–5 years in accounting or bookkeeping, an associate or bachelor degree, and strong communication with management, staff, residents, and families.

Qualifications

• Associate or Bachelor degree required
• 3 – 5 years’ experience in accounting or bookkeeping
• Formal training in accounting or bookkeeping is preferred
• Experience in Human Resources preferred
• Able to communicate effectively with all levels of management, associates, residents, family members, and outside contacts
• Possess leadership skills and be willing to work harmoniously with others
• Must have patience, tact and cheerful disposition
• Able to make independent decisions
• Able to seek out new methods and willing to incorporate them into existing practices when applicable

Responsibilities

• Maintains office management functions and supports day-to-day operations
• Maintains vendor contract files
• Inputs AP data into Yardi; processes payables with proper coding and approvals
• Assigns expenses to department codes and manages petty cash ledger
• Inputs AR and resident information into Yardi; handles resident billing and inquiries
• Performs bank deposits daily and assists with required financial reports
• Prepares refunds for residents when applicable
• Addresses past due accounts with collections partner as needed
• Participates in monthly budget variance conferences and reconciles community credit cards
• Performs general accounting duties and maintains associate/resident files
• Supports HR activities: onboarding, training assignments, benefits administration, and leaves

Education

Associate or Bachelor degree

Tools

Microsoft Office Applications

Microsoft Office

Job description

Description

Position Summary:

Enhance office effectiveness by providing support relating to the day-to-day operations regarding human resources, personnel files, resident files, accounts payable, accounts receivable and any other documentation related to employment and maintaining compliance with state and federal regulations and the standards of HRA.

Essential Functions:

Office Management:

• Ensures incoming phone calls are managed
• Assists Executive Director and Management Team
• Performs Manager On Duty responsibilities when assigned
• Maintain vendor contract files

Accounts Payable:

• Inputs all required information related to AP into the Yardi system
• Performs accounts payable duties to include data entry of payables into the system and submission of monthly AP purchase journal. Records proper coding and proper approval on all invoices.
• Assigns all expenses to the proper department code numbers
• Maintains the petty cash process including ledger accounting for disbursements

Accounts Receivable:

• Inputs all required information related to AR and resident information into the Yardi system
• Perform accounts receivable duties to include data entry of resident transactions and collection of amounts due.
• Generates resident billing with accuracy. Responds to resident and family inquiries.
• Makes bank deposits daily.
• Provides information and data entry of financial information for the Executive Director related to required reports
• Prepares refund requests for residents when applicable
• Ensures all past due accounts are addressed according to the best practice standard and utilizing our collections partner as appropriate

Financial:

• May participate in monthly budget variance conferences and provide reports
• Assists with community credit card reconciliation at the direction of the Executive Director
• General accounting duties as necessary

Administrative:

• Properly reports and tracks job related injuries and incidents
• Maintains OSHA logs
• Maintains labor law, state and federal regulation postings
• Prepares and maintains all associate files
• Prepares and maintains all resident financial files
• Maintains confidentiality of all resident and associate information

Human Resources:

• Assists in the recruitment of new associates
• Performs on-boarding process of new hires to include paperwork and adding them into the HRIS
• Inputs and assigns required courses to new hires, existing associates and assists with on-line training system
• Assists in the administration of Company benefit programs
• Provides support and guidance related to associate leaves of absence
• Acts as the liaison for the Community in regards of Company policies and procedures
• Assists with counseling, documenting associate grievances, investigations, and tracking corrective actions ? Maintains personnel files Payroll:
• Processes payroll to including, but not limited to entering missed punches, holidays and requests for time off after proper approval has been received; submission of payroll report to Executive Director and Payroll Manager on assigned day
• Ensure instances of associate overtime are reports to Executive Director and Department Heads
• Send PAF’s timely to Payroll and Human Resources

Non-Essential Functions:

• Leads by example exhibiting the CORE Values through servant leadership
• Encourages teamwork and promotes company philosophy
• Attends required community meetings and participates Life Enrichment activities when able
• Attends monthly BOM teleconference calls and other required training opportunities as assigned
• Completes all required courses in adherence with HRA University
• Is prompt and able to perform the required duties of the position on a regular, predictable basis
• Becomes familiar and understands how to report a missing person using the Safe Return program or equivalent
• Becomes familiar and understands the steps for fire evacuation
• All associates are responsible for maintaining a safe and secure environment for all community residents

Requirements

Qualifications/Skills/Educational Requirements:

• Associate or Bachelor degree required
• 3 – 5 years’ experience in accounting or bookkeeping. Formal training in accounting or bookkeeping is preferred ? 3 – 5 years’ experience using Microsoft Office Applications ? Experience in Human Resources preferred.
• Able to communicate effectively with all levels of management, associates, residents, family members, and outside contacts
• Possess leadership skills and be willing to work harmoniously with others
• Must have patience, tact and cheerful disposition
• Able to make independent decisions
• Able to seek out new methods and willing to incorporate them into existing practices when applicable
• Must possess a passion to work with and around senior citizens

Background Screening Requirement

In all Florida Companies, this position requires a Level 2 background screening through the Florida Care Provider Background Screening Clearinghouse. For more information regarding the Clearinghouse, disqualifying offenses, and exemption procedures, please visit: https://info.flclearinghouse.com