Business Office Manager

Commonwealth Senior Living at Kilmarnock; Kilmarnock (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading senior living community in Virginia is searching for a Business Office Manager. This role is crucial for overseeing administrative and business functions, ensuring smooth operations. Candidates should have an Associate’s Degree, office management experience, and strong organizational skills.

Qualifications

• Minimum Associate’s Degree; Bachelor’s Degree preferred.
• Experience preferred in administrative roles and/or bookkeeping.
• Must be able to read, write, speak, and understand English.

Responsibilities

• Oversee the administrative functions of the community.
• Assist department heads with data entry in Yardi.
• Manage staffing and recruiting processes.

Skills

Office management experience

Organizational skills

Communication

Education

Associate’s Degree

Bachelor’s Degree

Tools

Yardi

Job description

The Business Office Manager oversees the administrative and business functions of the community. As the first point of 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 overall administrative activities.

Position: Monday - Friday, Full-time, MOD with weekends as needed.

Qualifications

• Minimum Associate’s Degree; Bachelor’s Degree preferred. Office management experience is 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.

• Valid driver’s license with an acceptable driving record.

• Strong 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’s 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.
• Be knowledgeable about community services and rates.
• Make daily bank deposits.
• Maintain Resident Fund Accounts, if applicable.
• Perform administrative tasks in Yardi as approved by the Executive Director.
• Compile data for sharing with the Home Office.
• Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.
• Send invoices, VEC Separation Reports, garnishments, etc., to the Home Office promptly.
• Track receipts for household accounts, attach to check stubs, and mail monthly.
• Handle semi-monthly supply orders.

Human Resources Liaison

• Create a warm, professional, and confidential atmosphere.
• Support management with HR issues.
• Report employee relations issues to the Executive Director or HR department.
• Participate as an HR subject matter expert on project teams.
• Assist with benefits education and administration.
• Manage Workers’ Compensation claims with Risk Management.
• Assist with internal and external transfer requests.
• Coordinate and track new hire orientation (“Jump Start”).
• Maintain accurate employee records, including I-9, performance reviews, and disciplinary actions.
• Manage staffing and recruiting processes:
• Work with the Talent Acquisition Specialist.
• Assist managers with hiring processes and issues.
• Submit job requisitions and attend regular meetings.
• Coordinate pre-hire screenings, including drug tests, background checks, and reference checks.
• Handle interdepartmental transfers and promotions.
• Oversee employee selection and offer processes, ensuring proper procedures are followed.
• Ensure compliance with drug screening and background check policies.