Business Office Manager

Hattie's Bay; Town of Middleton (WI); On-site; USD 60,000 - 90,000; Full time

Job summary

Hattie's Bay in Middleton, WI seeks a Business Office Manager to oversee the financial, administrative, and HR functions within our senior living community. You will ensure accurate resident billing, payroll coordination, and regulatory compliance to support leadership and maintain high professional standards.

The role requires strong organizational, communication, and analytical skills, with experience in AR, billing, payroll, and familiarity with senior living software or EHR systems.

Qualifications

• Associate’s or Bachelor’s degree in Business, Accounting, Healthcare Administration, or related field.
• Minimum 2–3 years of business office, billing, or administrative operations experience (senior living or healthcare preferred).
• Strong understanding of accounts receivable, billing, and payroll processes.
• Experience with senior living software / EHR systems preferred.

Responsibilities

• Manage resident billing, invoicing, collections, and account reconciliation.
• Coordinate payroll submissions, hours, PTO, and overtime; maintain personnel files.
• Oversee office operations, records, audits, and reporting for leadership.
• Ensure regulatory compliance and support surveys and regulatory reviews.
• Respond to billing questions from residents and families with professionalism.

Skills

AR & Billing

Payroll processes

Regulatory compliance

Communication skills

Organizational skills

Education

Associate’s or Bachelor’s degree in Business, Accounting, Healthcare Administration, or related field

Tools

Senior living software / EHR

Job description

Position SummaryThe Business Office Manager (BOM) is responsible for overseeing the financial, administrative, and human resource functions of the community. This role ensures accurate billing, payroll coordination, regulatory compliance, and efficient business operations while supporting leadership and maintaining a high standard of professionalism.Key Responsibilities:Financial ManagementManage resident billing, including private pay, long-term care insurance, and other payer sources (MCO)Ensure accurate and timely invoicing, collections, and account reconciliationMonitor accounts receivable and follow up on outstanding balancesMaintain resident trust accounts and ensure proper documentation and reconciliationAssist with budgeting, expense tracking, and financial reportingAssist with invoice paying, reconciliations as neededPayroll & HR CoordinationProcess or coordinate payroll submissions, ensuring accuracy of hours, PTO, and overtimeMaintain employee personnel files in compliance with state and company requirementsSupport onboarding, orientation, and offboarding processesAssist with conducting background checks in accordance with regulatory and company requirementsTrack and ensure compliance with background checks, training, and certificationsAdministrative OperationsServe as the primary point of contact for office operations and administrative supportMaintain organized and compliant records for residents and staffSupport leadership with reporting, audits, and operational trackingCoordinate vendor invoices, contracts, and paymentsCompliance & Regulatory SupportEnsure compliance with state regulations (DHS 83, 89 as needed) related to financial and administrative functionsMaintain documentation required for surveys and auditsAssist leadership in preparing for and responding to regulatory reviewsCustomer Service & CommunicationServe as a resource for residents and families regarding billing questions and financial mattersCommunicate professionally and promptly with internal teams, vendors, and external partnersMaintain confidentiality of all resident and employee informationQualificationsAssociate’s or Bachelor’s degree in Business, Accounting, Healthcare Administration, or related field preferredMinimum 2–3 years of experience in business office, billing, or administrative operations (senior living or healthcare preferred)Strong understanding of accounts receivable, billing, and payroll processesExperience with senior living software/EHR systems preferredSkills & CompetenciesHigh level of organization and attention to detailAbility to manage multiple priorities in a fast-paced environmentStrong communication and problem-solving skillsProfessional, accountable, and able to work independentlyHigh level of discretion with sensitive financial and personnel informationWork EnvironmentPrimarily onsite within a senior living communityFrequent interaction with staff, residents, families, and leadershipMay require occasional flexibility based on operational needsPosition ExpectationsThis role is critical to the overall success of the community. The Business Office Manager is expected to:Maintain accuracy, compliance, and accountability in all financial and administrative functionsSupport leadership in driving operational efficiencyEnsure business operations run smoothly and without disruption