Business Office Manager

The Gardens Care Homes; Scottsdale (AZ); On-site; USD 45,000 - 60,000; Full time

Job summary

A community care provider in Scottsdale is seeking a skilled financial and HR administrator to oversee resident-related financial functions, accounts payable, payroll, and human resources. The ideal candidate should have at least two years of experience in accounting and HR, with a strong emphasis on service excellence and adherence to hospitality standards. Responsibilities include supervising staff, preparing financial reports, and maintaining compliance with operational needs. This role demands strong communication skills and the ability to meet diverse tenant and organizational needs.

Qualifications

• Minimum two years in accounts receivable, payroll, and HR.
• Minimum one year supervising staff.
• Typing speed of ~40 wpm.

Responsibilities

• Oversee financial operations related to residents.
• Supervise payroll processing and HR administration.
• Maintain hospitality standards and provide excellent service.

Skills

Full-cycle accounting

Financial reporting

Customer relations

Bank reconciliations

Tools

Google Workspace

ECP

Sagely

ADP

Job description

Oversees resident‑related financial functions, accounts payable, payroll/HR administration, cash management, and related office operations to support community performance and compliance.

Resident‑Related Financial Functions

• Prepare and report resident financials (rents, ancillary charges, move‑ins/outs, payroll allocations, A/R, specialty accounts) to Corporate.
• Review billing statements and rent roll reports for accuracy; process and deposit rent payments; manage ACH as applicable; report deposits to Corporate.
• Complete final accounting upon death/discharge/move‑out; respond to financial inquiries (resident/POA/guardians/agencies).
• Coordinate with government agencies on billing, tracking, and reconciliation of amounts owed.
• Perform collections on delinquent accounts; document outcomes; maintain and reconcile resident trust accounts in accordance with state regulations.
• Maintain residency agreements; publish and distribute rent‑increase notices; manage and reconcile bank accounts monthly.

Accounts Payable

• Prepare weekly spend‑down/flash report; analyze and reconcile with Executive Director; maintain accurate check register.
• Maintain vendor files; reconcile vendor statements; review monthly invoices; submit A/P weekly to Corporate; respond to vendor inquiries.

Payroll & HR

• Supervise assigned department staff as applicable; run payroll variance, 7‑minute, and overtime reports; analyze and submit after variance approvals.
• Review timecards for accuracy; report new hires and status/benefit changes; ensure leave entitlements are administered appropriately.
• Respond to employee wage/benefit questions; ensure completion of pre/ post‑employment checks and health screenings; maintain personnel files.
• Orient new hires to Conditions of Employment, Drug‑Free Policy, and injury reporting; maintain training records and certifications; manage Workers’ Compensation programs and incentives; support 401(k) enrollment.
• Maintain special‑accounts spreadsheet and reconcile monthly; request replenishments for special accounts and petty cash from Corporate.
• Supervise concierge/reception; coordinate record archiving; keep corporate policy/ procedure manuals current within two business days of updates.
• Assist Executive Director with budgeting, monthly financial reviews, and corporate inquiries.

Hospitality Standards

• Greet residents, employees, and guests warmly—by name and with a smile. • Treat everyone with courtesy and respect; embrace and value our differences. • Anticipate needs and act proactively; listen and respond promptly and enthusiastically.
• Hold ourselves and one another accountable; maintain professionalism in conduct and appearance.
• Pay attention to details; ask, “Is there anything else I can do for you?”

Experience

• Minimum two (2) years in A/R, payroll, and HR; minimum one (1) year supervising staff.

Knowledge/Skills

• Full‑cycle accounting; bank reconciliations; financial reporting; customer relations.
• Comfort using Gardens Care’s approved systems is required: Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Meet), ECP (care management), Sagely (life enrichment/ activity documentation), and ADP (timekeeping, payroll, scheduling).

Special Requirements

• Produce accurate, timely reports; minimum typing speed ~40 wpm; medical clearance per policy.
• Valid driver’s license and record consistent with fleet policy (if driving).

Tools & Equipment

• Computer; printer/copier/scanner; telephone; check scanner.

Physical Activities

• Lift/carry up to 50 lbs. occasionally; push/pull up to 50 lbs. occasionally; reach/bend/ twist occasionally.
• Frequent communication; typically sits ~7 hrs and stands/walks ~1 hr per 8‑hr day.

Physical Requirements

• Sedentary work — up to 10 lbs. occasionally.

Visual Requirements

• Clerical/administrative: computer use, reading, data analysis.
• Typical office environment.
• In the course of their duties, employees may encounter residents with a range of medical and health‑related needs. Gardens Care upholds comprehensive safety and infection‑control standards, equipping staff with training, resources, and protective measures that prioritize the health and dignity of every individual. This approach reflects our commitment to providing care in a manner that is safe, respectful, and supportive for both residents and employees.

Operational Needs

• As members of the Gardens Care team, employees are expected to support reasonable supervisory direction to meet operational needs. Flexibility and teamwork help us maintain exceptional, person‑centered service for residents and families.

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