Business Office Manager

Avamere; Sherwood (OR); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

401(k) Plan

Paid Time Off

Employee Assistance Program

HSA/FSA options

Voluntary Insurance Options

Job summary

Avamere at Sherwood is seeking a Business Office Manager to lead the non-clinical admin, billing, payroll, and HR systems for our independent living and memory care community. You will supervise front desk staff, ensure regulatory compliance, manage Medicaid/payer submissions, and maintain meticulous records for residents and vendors.

Responsibilities include payroll processing, invoicing, onboarding, recruitment support, and coordinating state licensure and audits.

Qualifications

• Experience in HR, Payroll, and onboarding in a healthcare setting.
• Experience with Medicaid billing, insurance billing, and private-pay collections.
• Experience with AR/AP processing.
• Excellent communication with residents, families, and staff.
• Ability to manage multiple tasks and maintain detailed records.
• Proficiency in Microsoft Office and HRIS/ATS tools.
• Maintain confidentiality of resident information.
• Create a warm, patient, cheerful environment for Seniors.
• Desire to improve quality of life for seniors.

Responsibilities

• Generate monthly private pay invoices and manage collections.
• Coordinate Medicaid applications and monthly submissions.
• Process and verify vendor invoices and payments.
• Maintain accurate resident and payroll records; oversee payroll processes.
• Manage Resident Trust Accounts and assist with census balance.
• Assist with onboarding, recruitment, and HR policy inquiries.
• Support audits of HR and payroll records and HIPAA compliance.
• Answer phones and handle HR documents and correspondence.

Skills

HR management

Payroll processing

Medicaid billing

Accounts receivable

Accounts payable

Communication

Record keeping

HIPAA compliance

Multi-tasking

Confidentiality

Customer service

Tools

UKG UltiPro HRIS

Workable ATS

Microsoft Office

Job description

Business Office Manager

Type: Full-Time
Shift/Schedule: Monday-Friday, daytime hours
Location: Avamere at Sherwood - 16500 Century Drive, Sherwood, OR 97140

Job Summary

The Business Office Manager (BOM) in an independent living, assisted living and/or memory care facility serves as the operational backbone of the community, directing all non-clinical administrative, financial, and human resource systems. This leadership role ensures regulatory compliance, financial efficiency, and a supportive environment for residents with cognitive and physical care needs. The Business Office Manager manages the day-to-day business and administrative functions of the senior living community. Reporting directly to the Executive Director or Arbor Administrator, this position coordinates financial billing, facility payroll, and human resource management. The BOM acts as a crucial liaison between the corporate office, facility staff, residents, and their families.

Essential Duties and Job Responsibilities

• Generate monthly private pay invoices, track statements, and secure timely collections.
• Coordinate Medicaid pending applications and complete complex monthly submissions to third-party or state reimbursement programs.
• Oversee the verification, processing, and recording of incoming vendor invoices.
• Maintain meticulous records, count cash collections, and execute verified bank deposits.
• Direct and audit individual Resident Trust Accounts under strict regulatory guidelines.
• Assist the executive leadership with daily census balancing and month-end close activities.
• Maintain or oversee payroll to include maintenance of employee records, processing timecards, paychecks, computation of federal and state payroll taxes, and miscellaneous deductions as directed.
• Train and manage front desk concierges, clerical specialists, and weekend receptionists.
• Input data into computer networks, maintaining up-to-date physical and digital resident portfolios.
• Serve as a compassionate point of contact for prospective families, visitors, and specialized memory care vendors.
• Collaborate on local health inspections, facility state licensure renewals, and adherence to Residents' Rights policies.
• Processing payroll status changes for job changes, rate changes, and terminations as directed by the Administrator.
• Administer Final Pay requests according to state guidelines.
• Managing employee time and attendance records.
• Maintaining schedules and schedule changes determined by your organization.
• Administer employee change requests.
• Responsible for onboarding new hires: completing background checks, licensure check, TB, Hep B, CPR Card and other required signed policies and forms.
• Maintaining employee personnel files, ensuring accuracy and compliance: including running background checks, obtaining updated licensure, CPR Card, TB, and Hep B before documents expire.
• Assisting with recruitment efforts, communicate openings to TA Department, and attend interviews.
• Administering new hire orientations and onboarding processes.
• Assisting with employee relations and conflict resolution.
• Answering employee questions about HR policies and procedures.
• Providing information and support to employees regarding benefits programs.
• Assisting with Benefits Enrollment and Open Enrollment.
• Maintaining records related to employee benefits.
• Ensuring compliance with all applicable federal, state, and local laws and regulations.
• Maintaining records in accordance with HIPAA guidelines.
• Participating in audits of HR and payroll records.
• Answering phones and managing correspondence.
• Filling and maintaining HR documents.
• Assists with other special projects and/or tasks as required.
• Other duties as assigned.

Requirements and Qualifications

• Experience in Human Resources, Payroll, and new hire onboarding in the healthcare clinical setting.
• Experience with Medicaid Billing, Insurance Billing and collection of private pay residents.
• Experience with processing Accounts Receivable and Accounts Payable.
• Excellent communication skills are essential for interacting with residents, families, and staff.
• The ability to manage multiple tasks, prioritize effectively, and maintain detailed records.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software (UKG/UltiPro HRIS and Workable/ATS).
• The ability to provide positive and helpful experience for employees, residents and visitors.
• The ability to address issues and find solutions efficiently.
• Maintain confidentiality of all resident care information.
• Create and uphold an atmosphere of warmth, patience, enthusiasm, and a calm and cheerful environment.
• A genuine desire to improve the quality of life for seniors.

We believe caring for others starts with caring for our own teams. Our benefits are designed to support your well-being, growth, and peace of mind—so you can focus on making a difference every day.

• Health Insurance: Comprehensive medical, dental, and vision plans. Low individual and family deductible. - Benefits eligible at 30+ hours/week.
• 401(k) Retirement Plan with discretionary employer match
• Paid Time Off (PTO) and Premium Pay for Holidays worked, conditions apply
• Employee Assistance Program (EAP) Canopy: Free, confidential support for mental health, stress, family needs & work/life balance
• Health Savings Account (HSA), Flexible Spending Accounts (FSA) options and CERA (Commuter Expense Reimbursement Account)
• Voluntary & Supplemental Insurance Options: Voluntary Life and AD&D, Short- and Long-Term Disability, plus Whole Life, Accident, Critical Illness, Hospital Indemnity, and Legal Services.

“At Avamere Communities, we love to celebrate our diverse group of hardworking employees. We value diversity and believe forming teams in which everyone can their true, authentic self is key to our success “We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

The company reserves the right to revise the duties set forth in this job description at its discretion.

Arete Living is an Equal Opportunity Employer and participates in E-Verify