Business Office Manager

Commonwealth Senior Living at South Boston; Kilmarnock (VA); On-site; USD 55,000 - 65,000; Full time

Job summary

Commonwealth Senior Living at South Boston is seeking an experienced Business Office Manager to oversee administrative and business functions in the community. This role involves serving as the first point of contact for guests and vendors, ensuring professional presentation and smooth daily operations to support the Executive Director.

Key duties include accounting liaison, HR coordination, overseeing the receptionist, data entry in Yardi, and maintaining confidential resident and employee

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.
• Experience in administrative position and/or bookkeeping is preferred.
• Intermediate to high skill level with computer applications.
• Must handle a multi-line telephone system and take messages.

Responsibilities

• Assist Department Heads with data entry in Yardi.
• Supervise the Receptionist and mentor staff.
• Serve as Community point of contact for HR and Accounting issues.
• Type memos, reports, and other documents as requested.
• Maintain resident files and emergency contacts; protect resident confidentiality.
• Handle daily bank deposits and petty cash reconciliation.
• Support HR with benefits education and employee records.
• Coordinate hiring processes with Talent Acquisition and pre-employment screening.

Skills

Administrative skills

Customer service

Multi-line telephone

Computer skills

Organizational skills

Education

Associate degree

Bachelor’s degree preferred

Tools

Yardi

Job description

Pay Range: $55,000-$65,000

The Business Office Manager oversees the Administrative/business functions of the community. Often as first position 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 helping the community run smoothly in overall administrative activities.

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.
• Must be able to read, write, speak and understand the English language.
• Experience preferred in an administrative position and/or bookkeeping. Experience in payroll, accounts payable and/or accounts receivable, preferred.
• Intermediate to high skill level with computer application systems is essential.
• Must be comfortable with a multi-line telephone system, answering, taking messages and transferring calls.
• Acceptable driving record (required driver)
• Solid organizational skills and ability to meet deadlines.

Areas of Primary Responsibility

Accounting Liaison

• Assist Department Heads, as needed, with entering appropriate data in Yardi.
• Supervise, coach, and mentor the Receptionist.
• Community point of contact for Human Resources and Accounting situations.
• Type memos, correspondence, reports, and other documents as requested.
• Maintains current file of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel, department extensions.
• Maintains confidentiality of all pertinent resident information to ensure that resident rights are protected.
• Knowledgeable about community services and rates.
• Responsible for making bank deposits daily.
• Maintain Resident Fund Accounts, if applicable.
• As approved by Executive Director, responsible for performing administrative tasks inYardi.
• As approved by Executive Director, responsible for compiling data, to be shared with the Home Office.
• Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.
• Mails invoices,VEC Separation Reports, garnishments, etc. to Home Office in timely manner.
• Responsible for keeping track of receipts for household account, attaching to check stubs and mailing to Business Office monthly.
• Handles semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).

Human Resources Liaison

• Creates and maintains an atmosphere of warmth, personal interest and positive emphasis with professionalism and confidentiality
• Assists and supports management and the leadership team with handling and resolving Human Resources issues.
• Informs Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
• Serve as Human Resources subject matter expert for the community and participate on project teams.
• Partners with Executive Director in managing Benefits Education and Administration.
• Partners with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs management.
• Assists employees with internal and external transfer requests and procedures.
• Coordinates and tracks "Jump Start" orientation for all new hires.
• Ensures accurate maintenance of all employee records and files.
• Maintains current files on employees including I-9, new hire paperwork, performance reviews and disciplinary actions

Managing the Staffing and Recruiting Process

• Works closely with the community’s Talent Acquisition Specialist
• Monitors and assists managers/supervisors with hiring processes and issues.
• Submits job requisitions throughFormstack based on community hiring needs. o Attends weekly or bi-weekly calls with the Talent Acquisition Specialist.
• Coordinates and administerspre hire screening including: applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
• Facilitates interdepartmental transfers and promotions and transfers or promotions to other communities
• Oversees the selection and offer processes for employees to ensure proper procedures are followed o Ensures interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job‑related questions are asked.
• Ensures drug screening and background checks are completed in accordance with CSL policy