Business Office Manager

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

Job summary

Commonwealth Senior Living is seeking an Office Manager to oversee administrative and business functions of the community. The role supports the Executive Director in ensuring smooth daily operations and effective guest, visitor, and vendor relations.

The position requires an associate degree, strong English proficiency, experience in office administration or bookkeeping, and proficiency with Yardi and computer systems. A valid driver’s license and solid organizational skills are essential.

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.
• Must be able to read, write, speak and understand the English language.
• Experience in administrative role and/or bookkeeping; payroll, accounts payable and/or accounts receivable preferred.
• Intermediate to high skill level with computer application systems.
• 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.

Responsibilities

• Assist Department Heads, with entering appropriate data in Yardi.
• Supervise, coach, and mentor the Receptionist.
• Be the Community point of contact for Human Resources and Accounting situations.
• Type memos, correspondence, reports, and other documents.
• Maintain current resident files and emergency contact numbers.
• Maintain confidentiality of resident information to protect resident rights.
• Responsible for making bank deposits daily and handling petty cash.
• Handle purchasing and supply orders for office and departments.
• Coordinate and track employee onboarding and transfers.
• Work with Talent Acquisition on hiring processes and job requisitions.

Skills

English language proficiency

Phone system handling

Organizational skills

Education

Associate degree

Bachelor's degree preferred

Tools

Yardi

Formstack

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