Business Office Manager

Commonwealth Senior Living at the Devonshire; Hampton (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading senior living company is seeking a Business Office Manager to oversee administrative functions and ensure smooth operations. This role requires strong organizational and communication skills, along with experience in healthcare or assisted living. The manager will assist in staffing, accounting, and other administrative tasks.

Qualifications

• Minimum Associates’ Degree; Bachelor’s Degree preferred.
• Assisted Living or Healthcare experience required.
• Experience in administrative roles and/or bookkeeping preferred.

Responsibilities

• Oversee administrative functions and assist the Executive Director.
• Supervise and mentor the Receptionist.
• Work closely with Regional Recruiter for staffing.

Skills

Organizational Skills

Communication

Data Entry

Customer Service

Education

Associates' Degree

Bachelor’s Degree

Tools

Yardi

Multi-line telephone systems

Job description

The Business Office Manager oversees the administrative functions of the community. As often the first 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 community runs smoothly in its overall administrative activities.

Position: Monday-Friday, day shift, may include alternate weekends - MOD.

Qualifications

• Minimum Associates’ Degree; Bachelor’s Degree preferred. Assisted Living or Healthcare experience required.

• Must be able to read, write, speak, and understand English.

• Experience preferred in administrative roles and/or bookkeeping, including payroll, accounts payable, and accounts receivable.

• Intermediate to high skill level with computer systems is essential.

• Comfortable with a multi-line telephone system, including answering, taking messages, and transferring calls.

• Acceptable driving record (required driver).

• Solid 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 the community point of contact for HR and Accounting issues.
• Type memos, correspondence, reports, and other documents as needed.
• Maintain current files of residents, emergency contacts, and on-call personnel.
• Maintain confidentiality of resident information to protect rights.
• Be knowledgeable about community services and rates.
• Make daily bank deposits.
• Maintain Resident Fund Accounts, if applicable.
• Perform administrative tasks in Yardi and compile data, as approved.
• Reconcile and transmit petty cash requests bi-weekly, if applicable.
• Mails invoices, reports, garnishments, etc., to the Home Office timely.
• Track receipts for household accounts, attach to check stubs, and mail monthly.
• Handle semi-monthly supply orders.
• Create and maintain a warm, professional, and confidential atmosphere.
• Inform the Executive Director and HR of employee relations issues.
• Partner with the Executive Director in benefits administration and education.
• Partner with Risk Management on Workers’ Compensation claims.
• Assist employees with transfer requests and procedures.
• Coordinate and track new hire orientation and maintain employee records.

Staffing and Recruiting

• Work closely with the Regional Recruiter for staffing.
• Assist managers with hiring processes and issues.
• Submit requisitions via Formstack and participate in calls with the recruiter.
• Coordinate pre-hire screenings: drug tests, background checks, and verifications.
• Facilitate interdepartmental transfers and promotions.
• Oversee employee selection and offer processes, ensuring proper procedures.
• Ensure compliance with drug screening and background check policies.