Business Office Manager

Milestone Retirement Communities; Englewood (CO); On-site; USD 60,000 - 80,000; Full time

Job summary

Milestone Retirement Communities is seeking an experienced Office Manager to oversee business activities for a managed community, including payroll processing, accounts receivable and payable, personnel files, and supervising office staff. You will ensure regulatory compliance and coordinate with the management company on key matters.

This role requires strong leadership, communication, and organizational skills, with a focus on accuracy and professionalism in a healthcare-adjacent setting.

Qualifications

• Must have proven management experience and ability to manage staff.
• Minimum of three years’ experience in assisted living preferred.
• Experience with Word and Excel, accounting, timekeeping, and payroll systems preferred.

Responsibilities

• Processes payroll for the community in a timely manner.
• Manages accounts receivable and accounts payable and staff records.
• Maintains personnel files and supervises office staff.
• Ensures compliance with regulatory standards and safety practices.
• Collaborates with the management company and supports residents and staff.
• Performs additional duties as assigned.

Skills

Leadership

Communication

Interpersonal skills

Time management

Problem solving

Education

High School Diploma or equivalent

Associate/Bachelor’s Degree preferred

Tools

Word

Excel

Payroll systems

Job description

Job Summary

This position is responsible for all business-related activities of a given managed community including payroll processing, accounts receivable, accounts payable, personnel files, supervising office related work and staff, maintaining compliance with all regulatory standards and communicating with the management company on all appropriate matters.

Essential Functions

1. Processes all payroll associated with company business in a timely manner. Keeps staff records up to date, including all associated personnel file information. Provides daily labor reports to Executive Director on labor scheduled and worked from payroll system. Follows and submits all tasks associated with month-end closing to the management company in a timely manner. Assists in orienting new residents and making sure that all signatures are obtained on rental agreements prior to residency.
2. Keeps Executive Director abreast of any late resident payments in accordance with company Policies on late payments. Works closely with Executive Director to provide the management company with proper documentation on late payments and issue proper correspondence to those who are late in paying for services rendered. Responsible for proper documentation of received payments and depositing rent checks appropriately.
3. Works closely with Executive Director in proper coding of invoices and maintaining up-to-date declining balances in Flash Report. Makes weekly submittals to the management company corresponding with company policies on payables.
4. Works in a safe manner and ensures any employees reporting to them work in a safe manner and that unsafe actions are managed. Compliance with Safety Committee Standards is required. Should workplace injuries occur, when required, Department Heads and Directors assist the Executive Director with the investigation, return to work, and management of the injured worker communications with care provider and the management company.
5. Fosters teamwork with co-workers, shows initiative in overcoming obstacles, takes actions which assist others beyond job responsibilities, and has a positive impact on co-workers, residents, and visitors.
6. Perform other duties as assigned or needed.

Education and Experience

High School Diploma or equivalent required. Associate or Bachelor’s Degree strongly preferred in Social Service, Business, or a field related to the position. Must have proven management experience and ability to manage staff. Minimum of three years’ experience in assisted living preferred. Experience with Microsoft Word and Excel, accounting, timekeeping, and payroll systems preferred.

Certifications, Licenses, and other Special Requirements

None.

Essential Skills

Able to demonstrate leadership through planning, directing, controlling, communicating, and coaching. Must be able to understand and effectively communicate orally and in writing with residents, guests, supervisors, co-workers, vendors, and others, most of whom speak only English. Strong written and verbal communication skills, strong personnel skills, and positive community relations skills. Self-motivated and has the ability to work independently and make decisions. Able to work well under pressure, resolve conflicts, prioritize tasks, and follow through with ideas. Excellent interpersonal and mediation skills, ability to evaluate workers’ performance, strong working knowledge of employment laws and company regulations. Excellent organizational skills, detail oriented. Pleasant, professional, and personable.

Physical Demands and Working Conditions

Uses PC, telephones, word processing, and other standard office equipment. Attends business-related functions. Occasional travel to the corporate office. Must be able to work evenings and weekends and maintain a flexible work schedule.

Management/Decision Making

Responsible for all employees working within the office area including receptionists and volunteers.

Note:

All duties and responsibilities listed are considered to be essential job functions and requirements, and are subject to possible modification to reasonably accommodate individuals with disabilities. Marginal functions of the position (those that are incidental to the performance of fundamental job duties) have not been included. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description

This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer as the needs of the business and requirement of the job change.