Business Office Manager

Heritage Hills Senior Living; Hendersonville (NC); On-site; USD 45,000 - 60,000; Full time

Job summary

Heritage Hills Senior Living is seeking an experienced Business Office Manager to oversee day-to-day administrative operations for our community. You will lead billing, accounts payable, resident accounts, payroll, HR administration and general office processes.

Responsibilities include new hire onboarding, payroll reporting, unemployment claims, benefits enrollment, terminations, rent roll accuracy, and month-end close.

Qualifications

• Experience in a residential care facility or similar setting.
• Two years Associates Degree or 3+ years in office management with bookkeeping/HR responsibilities.
• Excellent communication, diplomacy, time management and organizational skills.
• Proficiency in Word, Excel and Outlook; ability to learn company software.

Responsibilities

• Participate in New Hire Orientation and associate meetings.
• Prepare HR paperwork for hires, status changes, exits and leaves of absence.
• Process payroll-related reports and ensure accuracy of bi-monthly payroll.
• Maintain payroll and associate records; respond to unemployment insurance claims.

Skills

Communication skills

Time management

Organizational skills

Diplomacy

Education

Associate degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

We are seeking an experienced and organized Business Office Manager to support the day-to-day business and administrative operations of our senior living community. This is an excellent opportunity for a detail-oriented professional who enjoys working with people, managing administrative functions, and helping a community operate smoothly.

The Business Office Manager will provide leadership and support in areas such as billing, accounts payable, resident accounts, payroll, human resources administration, and general office operations.

Responsibilities:

• Participate in New Hire Orientation program and other regular associate meetings or functions.
• Prepare new hire paperwork, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.
• Utilize Payroll reporting tools to manage the accuracy of associate information and performance evaluation due dates.
• Update associate information in the Payroll system and personnel file.
• Respond to Unemployment Insurance claims; represent the company at unemployment Insurance appeals hearings.
• Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office Human Resources; ensure all eligible associates have completed enrollment/declination forms.
• Provide training to department heads and act as a consultant regarding Human Resources policies.
• Make recommendations regarding terminations to department heads based on policies; ensure termination policies are followed by contacting Regional HR Director; conduct termination meetings.
• Prepare Time Sheet Reports for payroll; edit daily time entries; ensure accuracy of bi-monthly payroll.
• Ensure that all on-the-job injuries/illness are properly reported and documented; coordinate with department heads to allow injured workers to return to modified duty within the ordered restrictions when appropriate or ensure a doctor's release is obtained before returning to full duty; maintain the OSHA 300 and 300A logs.

Accounting Responsibilities:

• Process all accounts payable invoices and submit to home office weekly.
• Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
• Prepare and/or forward all resident forms regarding the accounting department to home office.
• Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash, and monthly reconciliation sent to home office.
• Daily maintain accuracy of Community Rent Roll.
• Prepare monthly billing spreadsheet.
• Make collection calls on past due accounts; -maintain collection logs/records; timely follow up on past due accounts; prepare accounts for submittal to collection agencies.
• Coordinate the weekly packets to home office.
• Assist with preparation of new residents' move-in paperwork, resident status changes, and move-out paperwork and forward to home office.
• Prepare monthly printed Spend-Down Reports for department heads.
• Maintain and communicate to corporate Community census data.
• Support month-end closing procedures.
• Analyze monthly operations statements for the Executive Director and department heads.
• Handle or refer resident billing inquiries as appropriate.
• Assist the Executive Director with completion of documents, correspondence and special projects as needed.
• Conduct tours.
• Be familiar with Pacifica Policies & Procedures Manual and Pacifica Associate Handbook.
• Maintain accuracy of Community operations computer database with associate and resident information as assigned.

Required Skills and Qualifications:

• Experience providing support and care in a residential care facility.
• Two years Associates Degree or three or more years’ experience in office management, including bookkeeping and human resources responsibilities.
• Possess excellent communication skills in diplomacy and superior time management and organizational skills.
• Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company specific software programs.
• May be required to hold valid First Aid Certification and valid Driver’s License in good standing.
• Must be available for weekend coverage and all emergency situations on a rotating basis.
• Experience in Human Resources is a plus.

Work Schedule:

• 9:00 am - 5:00 pm

EEOC Statement:

The above statements are intended to be a general description. The omission of a specific duty does not exclude it from the position if work is similar, related or logically assigned. Moreover, the description is subject to change as the needs of the employer or position change.

We are a drug-free workplace, and all employees will undergo background and drug screenings to ensure a safe, reliable, and productive work environment. These checks help us maintain the integrity of our team and ensure that all employees can perform their duties safely and effectively.

We are an Equal Employment Opportunity Employer committed to hiring a diverse workforce and maintaining an inclusive culture. All qualified applicants will receive consideration for employment, without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, medical condition, and any other status protected by state or federal law. As an Equal Employment Opportunity Employer, we comply with the Americans with Disabilities Act (ADA) to make reasonable accommodation to qualified individuals. Qualified individuals are encouraged to discuss potential accommodations with the employer.