Business Office Coordinator

Cascades Verdae; Carmel, Northern (IN, KY); On-site; USD 21,000 - 30,000; Full time

Job summary

The Stratford in Carmel, IN is seeking a Business Office Coordinator for a full-time, 32-hours-per-week role. You will handle resident billing, accounts receivable, and HR support, while coordinating daily office tasks and back-office operations.

Ideal candidates bring 1–2 years of admin or bookkeeping experience, strong MS Office skills, and familiarity with HR/payroll systems, with attention to detail and resident-focused service.

Qualifications

• Bachelor’s degree preferred, but not required.
• 1-2 years’ administrative or bookkeeping experience desired.
• Proficient in MS Office products, internet, as well as software programs for marketing, payroll, human resources, and accounts payable/receivable.
• Applicant tracking (recruiting) and Payroll experience preferred.

Responsibilities

• Assists with planning and executing employee engagement activities.
• Works with the Home Office Finance and Accounting departments and Human Resource Director on all aspects of the resident billing and accounts receivable functions for the community.
• Includes invoicing residents, posting payments timely, tracking non-routine and miscellaneous services, tracking and submitting ancillary charges, and collections for residents of the community.
• Manages and reconciles petty cash transactions and reimbursements and records correctly.
• Creates and maintains compliant resident billing records, emergency contacts, and power of attorney in the medical records system.
• Processes admissions and discharges within medical records system; keeps up with Resident Status Changes throughout the community to ensure accuracy.
• Maintains business supplies inventory and preventative maintenance on office machinery.
• Ordering and tracking uniforms, billing, and collection payments or deductions from employees.
• Assists the community with human resource functions including HR coverage in Director’s absence, applicant sourcing and recruiting processes.
• Submitting resumes and applications to hiring managers.
• Assisting with job offers, the pre-screen process including paperwork and drug screens, onboarding, and orientation.
• Creating and maintaining compliant team member files.
• Scheduling, facilitating, and overseeing new employee orientations.
• Assisting with training needs of the community.
• Assisting with work-related injuries including paperwork collection and drug screens.
• Facilitates, participates in, and attends required in-service training and education programs.

Skills

MS Office proficiency

Payroll experience

Accounts payable/receivable

Applicant tracking

Customer service

Education

Bachelor’s degree preferred

Tools

Medical records system

Billing/AR software

HR management systems

Applicant tracking software

Job description

The Stratford | TS - The Stratford
2460 Glebe St
Carmel, IN 46032, USA

Description

At The Stratford, we're not just a luxury senior living company; we're a community recognized as a Great Place to Work®?—and we take immense pride in that designation. Our philosophy, “People First, Always,” underscores everything we do. We believe that our dedicated team is our greatest asset, driving us to create compassionate, respectful, and meaningful interactions every day.

Why Choose The Stratford?

• A Culture of Growth and Teamwork: We foster an environment where your contributions are celebrated, and your personal and professional growth is encouraged.
• Make a Difference: Your work will enrich the lives of our residents and fellow team members, creating a lasting positive impact in our community.
• Collaborative Environment: Join a team that values each member's input, promotes collaboration, and strives to create a vibrant and engaging atmosphere.

We’re Looking for a Business Office Coordinator.

This position is a Full-time hourly position at 32 hours a week.

Schedule is flexible and can be 8am-3pm or 9am to 4pm:

As the Business Office Coordinator, you will support administrative & business office functions for the community. Responsible for processing, overseeing, and resolving accounts receivable, and aging and collections. This role is the primary contact for residents and families to help resolve resident billing and accounts receivables questions and concerns. This role also supports the Human Resources for the community as needed.

Are You Ready to Make an Impact?

POSITION SUMMARY: This role supports administrative & business office functions for the community. Responsible for processing, overseeing, and resolving accounts receivable, and aging and collections. This role is the primary contact for residents and families to help resolve resident billing and accounts receivables questions and concerns. This role also supports the Human Resources for the community as needed.

ESSENTIAL FUNCTIONS:

• Assists with planning and executing employee engagement activities.
• Works with the Home Office Finance and Accounting departments and Human Resource Director on all aspects of the resident billing and accounts receivable functions for the community. Includes invoicing residents, posting payments timely, tracking non-routine and miscellaneous services, tracking and submitting ancillary charges, and collections for residents of the community.
• Manages and reconciles petty cash transactions and reimbursements and records correctly.
• Creates and maintains compliant resident billing records, emergency contacts, and power of attorneys in the medical records system.
• Processes admissions and discharges within medical records system; keeps up with Resident Status Changes throughout the community to ensure accuracy.
• Maintains business supplies inventory and preventative maintenance on office machinery.
  • Creates and maintains employee name badges and equipment.
• Ordering and tracking uniforms, billing, and collection payments or deductions from employes.
• Assists the community with human resource functions including, but not limited to:
  • Acting as human resources contact in HR Directors absence.
  • Assisting with applicant sourcing and the recruiting process including initial phone screens and interviews.
• Submitting resumes and applications to hiring managers.
• Assisting with job offers, the pre-screen process including paperwork and drug screens, onboarding, and orientation.
• Creating and maintaining compliant team member files.
• Scheduling, facilitating, and overseeing new employee orientations.
• Assisting with the training needs of the community.
• Assisting with work related injuries including assisting employees, collecting paperwork and drug screens, and reporting to the insurance carrier promptly.
• Facilitates, participates in, assists with, and attends all required in-service training and education programs.
  • Serves on special projects and assignments as directed by the Executive or Human Resources Director.
• Other duties as assigned.

Physical Demands, Work Environment, and Expected Hours of Work: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• This position is often required to read, write, stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, kneel, crouch, talk and/or hear.
• An individual in this position will be required to lift or carry weight up to 25 lbs.
• May be exposed to minimal to moderate noise.
• May be required to work extended periods of time at a computer terminal.
• May encounter difficult situations, including contact with mentally ill and deceased residents.

TRAVEL: Local and out of state travel, including overnight stays, may be required from time to time to attend conferences, training, meetings, and professional development programs.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree preferred, but not required
• 1-2 years’ administrative or bookkeeping experience desired.
• Proficient in MS Office products, internet, as well as software programs for marketing, payroll, human resources, and accounts payable/receivable.
• Applicant tracking (recruiting) and Payroll experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to work in a fast-paced environment and to prioritize, organize, and manage multiple competing priorities and projects.
• Ability to quickly master new software applications including medical records, billing and accounts receivable, and human resources management systems.
• Ability to follow written instructions.
• Strong customer orientation to older adults.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.