Business Office Manager

Singh Management; Charlotte (NC); On-site; USD 50,000 - 65,000; Full time

Job summary

A leading company in Charlotte is seeking a Business Office Manager to oversee administrative functions and ensure efficient operations. The role involves supervising the concierge team, managing communication, and providing exceptional customer service. Ideal candidates will have a strong background in office management and a commitment to resident satisfaction.

Qualifications

• Minimum of 2 years office management experience.
• Experience working with the elderly or in assisted living preferred.

Responsibilities

• Oversee hiring, training, coaching, and supervision of the concierge team.
• Manage reception area and ensure effective communication.
• Act as a liaison for financial or administrative issues.

Skills

Customer Focused

Strong Communication Skills

Detail Oriented

Organization

Education

Bachelor’s degree or equivalent

High school diploma

Tools

Microsoft Outlook

Microsoft Excel

Job description

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Brief Description

The Business Office Manager (BOM) is responsible for overseeing many administrative functions within the community. They work closely with the Executive Director to ensure that day-to-day operations and business processes are conducted efficiently and effectively. The BOM supervises the Concierge team, providing leadership and direction. This position reports to the Executive Director and resides in the Administrative department. BOMs are relied upon to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. As a liaison for residents, families, managers, and associates, this position must rely on sound problem-solving skills and a dedication to customer service to exceed the needs of the community. The BOM thrives on the different problems and priorities each day brings and the understanding that they are making a positive impact on the community's success daily.

The Administrative Department is the backbone of the community, ensuring smooth daily operations and resident satisfaction and safety. They work closely with all departments, advocate for residents, and resolve issues. Maintaining a positive attitude, providing dedicated customer service, teamwork, and follow-through are critical to meeting residents' needs.

Main Job Tasks and Responsibilities:

1. Oversee hiring, training, coaching, supervision, scheduling, and evaluating the concierge team.
2. Serve as a main contact for associates, managers, residents, families, vendors, and visitors for troubleshooting financial or administrative issues.
3. Manage the reception area to ensure effective communication and high-quality customer service.
4. Handle the community’s security procedures, including distributing building access keys and managing security access cards and pendant services.
5. Participate in onboarding new hires, including processing paperwork through our applicant tracking and payroll system. Serve as a main contact for new associates.
6. Maintain physical and electronic files and records, ensuring compliance. Submit forms to payroll for associate status changes or payroll adjustments.
7. Act as a liaison between the community and HR or Accounting regarding resident billing, purchase orders, leave requests, payroll, and benefits.
8. Perform property management tasks in our accounting system, including managing purchase orders, invoices, payments, collections, lease renewals, and billing concerns.
9. Manage and reconcile petty cash.
10. Complete reports such as long-term care insurance reporting and others as needed.
11. Provide tours to prospective residents and families when needed.
12. Assist with other duties as assigned by the Executive Director.

Core Competencies:

• Customer Focused
• Integrity and Trust
• Detail Oriented
• Organization
• Strong Communication Skills

Job Requirements:

• Bachelor’s degree or equivalent preferred; high school diploma required.
• Minimum of 2 years office management experience.
• Knowledge of mail processes (postage, FedEx, UPS).
• Proficiency in Microsoft Outlook and Excel.
• Effective communication in English.
• Experience working with the elderly or in assisted living preferred.
• Ability to work independently with integrity, honesty, and good judgment.
• Patience, understanding, and a calm demeanor.
• Excellent time management and multi-tasking skills.
• Strong organizational and planning skills.
• Availability to work weekends and holidays as needed, including sharing Manager on Duty responsibilities.

Physical Requirements:

• Manual dexterity, auditory and visual skills, gross motor skills.
• Ability to follow written and oral instructions.
• Ability to reach, bend, twist, squat, kneel, push, and pull.
• Lift/carry up to 20 pounds.
• Repetitive movements including grasping, pushing, pulling, and manipulation.
• Primarily sitting, with occasional standing and walking.