Business Office Manager

Commonwealth Senior Living; Kilmarnock (VA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Business Office Manager to oversee administrative functions and support the Executive Director. This role is crucial for maintaining smooth operations within the community, requiring a blend of administrative expertise and interpersonal skills. The ideal candidate will have a strong background in bookkeeping, payroll, and human resources, ensuring that all business operations run efficiently. You will be the first point of contact for guests and vendors, making professionalism and courtesy essential. Join a dedicated team where your contributions will help create a warm and welcoming environment for residents and staff alike.

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.
• Experience in administrative position and/or bookkeeping required.
• Solid organizational skills and ability to meet deadlines.

Responsibilities

• Oversee administrative functions and assist the Executive Director.
• Manage human resources issues and maintain employee records.
• Coordinate staffing and recruiting processes with Talent Acquisition.

Skills

Administrative Skills

Bookkeeping

Payroll Management

Accounts Payable

Accounts Receivable

Organizational Skills

Communication Skills

Customer Service

Education

Associates Degree

Bachelors Degree

Tools

Yardi

Multi-line Telephone System

Job description

The Business Office Manager oversees the Administrative/business functions of the community. Often as the 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.

Position: Monday-Friday, 8am-5pm, may have MOD responsibilities a weekend out of the month.

Experience is required for the role

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.

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

• Experience in an administrative position and/or bookkeeping. Experience in payroll, accounts payable and/or accounts receivable required.

• 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 in Yardi.

• 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 a timely manner.

• Responsible for keeping track of receipts for household accounts, 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 through Formstack based on community hiring needs.
• Attends weekly or bi-weekly calls with the Talent Acquisition Specialist.
• Coordinates and administers pre-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.
• 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.