Business Office Manager

Manor Lake Snellville; Lawrenceville (GA); On-site; USD 40,000 - 55,000; Full time

Job summary

Manor Lake Snellville is seeking an experienced Administrative Coordinator to support the Executive Director with daily record-keeping, payroll, onboarding, and HR compliance for the senior community.

You will maintain employee and resident documentation, process background checks, and generate management reports while ensuring confidentiality and professional interaction with residents, families, and staff.

Qualifications

• Must read, write, speak, and understand English.
• Must demonstrate professionalism, empathy, patience, and effective interpersonal skills.
• Must exercise sound judgment and maintain confidentiality when handling sensitive information.

Responsibilities

• Maintain employee files and ensure forms comply with state regulations.
• Process payroll and track sick/vacation time.
• Handle background checks, drug screening, and abuse registry checks for prospective employees.
• Field questions regarding personnel and HR.
• Maintain resident admission/discharge documentation and LTC insurance/sex offender screening docs.
• Update Policies and Procedures; prepare weekly/monthly reports.
• Maintain Certificates of Insurance records.
• Explain expenses/revenue variances and monitor spend-down in G&A.

Skills

English proficiency

Professionalism

Discretion/confidentiality

Interpersonal skills

Education

High school diploma or equivalent

Some college coursework in business/administration

Job description

Performs day-to-day record keeping functions, accounting functions, administrative details, and follow-up functions to assist the Executive Director in meeting and administrative needs of the community in accordance with expectations.

SUPERVISORY RESPONSIBILITIES

Oversees the Concierge Staff.

RESPONSIBILITIES

ESSENTIAL FUNCTIONS

• Maintain employee files; start new files containing all necessary forms to follow state regulations and determine that all areas are properly completed.

• Responsible for payroll processing, including maintaining record of employee sick and vacations time.

• Process all necessary forms for drug screening, background checks and abuse register checks of prospective employees.

• Field any questions regarding personnel and human resources.

• Maintain resident’s admission and discharge documentation, including the necessary documentation and forms required for LTC insurance residents and sexual offender screening.

• Update and maintain current file of community Policies and Procedures.

• Works with Executive Director regarding completion of local, county, state and federal agency reports. Prepares weekly and monthly reports such as rent-rolls, management reports, etc.

• Maintain updated records of all Certificates of Insurance.

• Assists Executive Director in explaining expenses and revenue variances and keeps spend-down sheets on certain general and administrative expenses.

• Responsible for accurate resident billing in ALIS and monitoring of aged receivables and collection procedures.

• Maintain professional competence and keep abreast of changes in administrative procedures through attendance and participation in education programs, workshops, seminars and MLM training.

• Supervise and direct Concierge staff.

• Participate as a Manager-on-Duty during assigned weekends.

• Responsible for onboarding employees in compliance with state regulation and assigning all training sessions before start date and on a yearly basis.

• Community Leadership & Emergency Response: Expected to serve as essential leadership personnel during inclement weather and emergency protocols. This includes on-site presence or active coordination of community safety,staffing levels, and resident care in accordance with state regulations.

• Conduct yourself professionally and contribute to, service-oriented environment through their appearance, communication, and interactions with residents, families, visitors, and colleagues.

• Any other tasks, assignments, projects or requests as deemed by management.

QUALIFICATIONS

• Must be 18 years of age, or older

• Employment is contingent upon successful completion of all background screening requirements permitted by applicable federal, state, and local law.

• Must exercise sound judgment and maintain confidentiality when handling sensitive documentation and information.

• Must read, write, speak, and understand English.

• Must demonstrate professionalism, empathy, patience, and effective interpersonal skills when interacting with residents, families, visitors, and team members.

EDUCATION AND EXPERIENCE

• Experience working with seniors is preferred.

• Completion of secondary education with two years of undergraduate coursework preferred, ideally in business administration, or equivalent experience in an administrative role with knowledge of bookkeeping and accounting practices.

PHYSICAL REQUIREMENTS

• Must be able to perform the essential functions of the position, with or without reasonable accommodation, including standing, walking, bending, reaching, lifting, transferring, and assisting residents as required by the position.

• Must be able to squat, reach, and stretch without distress.

• Must be able to tolerate extended periods of walking and standing.