Business Office Manager

San Marino Retirement Community; Westminster (CO); On-site; USD 50,000 - 70,000; Full time

Job summary

Artēgan Communities in Westminster CO is seeking a detail-oriented Business Office Manager to oversee accounting, payroll, and resident billing while greeting families during visits. The role touches payroll, accounts receivable, and supervision of office staff, supporting the Executive Director and ensuring regulatory compliance.

The ideal candidate has 2–3 years in administrative roles, strong math and communication skills, and a customer-first mindset.

Qualifications

• 2–3 years of secretarial, administrative, or office management experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe.
• Strong math skills, including working with fractions, decimals, rates, and percentages.
• Excellent written and verbal communication skills in English.
• Highly organized with strong attention to detail and the ability to multitask.

Responsibilities

• Manage day-to-day business office operations, correspondence, filing, and supply inventory.
• Answer phones and greet visitors per Artēgan's first impression standards.
• Prepare reports, memos, letters, and meeting minutes as requested.
• Maintain community standards, forms, and records for regulatory compliance.
• Recruit and manage reception/concierge/security staff schedule.
• Process accounts payable and petty cash reconciliation; maintain resident billing profiles.
• Receive and deposit payments; submit adjustments and ancillary charges.
• Review monthly invoices and respond to resident billing inquiries; communicate delinquent accounts to the Executive Director.
• Coordinate with Medicaid Case Manager on payments and resident participation.
• Process payroll accurately and on time; maintain personnel files and ensure new-hire paperwork is complete.
• Explain benefits to new staff and answer ongoing questions about pay, PTO, and leave; notify supervisors of upcoming evaluations.
• Participate in department head meetings and community planning; support recruiting, onboarding, and training of business office staff.
• Uphold confidentiality of residents, families, and staff; represent the Artēgan philosophy to visitors and vendors.

Skills

Detail-oriented

People-first

Multitasking

Excellent communication

English fluency

Driver's license

Tools

Microsoft Office

Adobe

Job description

Business Office Manager

At Artēgan Communities, we celebrate the art of life at all stages. We're looking for a detail-oriented, people-first Business Office Manager to keep San Marino Retirement Community in Westminster CO running smoothly — someone who's equally comfortable managing accounts and warmly greeting a prospective resident's family.

About the Role

The Business Office Manager oversees all business office functions and is a key presence at the community. This role touches many parts of community operations — from payroll and accounts receivable to counseling residents about their accounts and supporting the Executive Director. It also includes supervising other office staff members.

What You'll Do

Office & Administration

• Manage day-to-day business office operations, correspondence, filing, and supply inventory
• Answer phones and greet visitors per Artēgan's first impression standards
• Prepare reports, memos, letters, and meeting minutes as requested
• Maintain community standards, forms, and records for regulatory compliance
• Recruit and manage reception/concierge/security staff schedule

Accounts Payable & Receivable

• Process accounts payable and petty cash reconciliation
• Compile daily reports and maintain resident billing profiles
• Receive and deposit payments; submit adjustments and ancillary charges
• Review monthly invoices and respond to resident billing inquiries
• Follow collection procedures and communicate delinquent accounts to the Executive Director
• Coordinate with Medicaid Case Manager on payments and resident participation

Payroll & HR Support

• Process payroll accurately and on time; submit to Artēgan Home Office
• Maintain personnel files and ensure all new-hire paperwork is complete
• Explain benefits to new staff and answer ongoing questions about pay, PTO, and leave
• Notify supervisors of upcoming performance evaluations

Team & Community

• Participate in department head meetings and community planning
• Support recruiting, onboarding, and training of business office staff
• Uphold the confidentiality of residents, families, and staff at all times
• Represent the Artēgan "Celebrating the ART of Life" philosophy to all visitors, vendors, and agencies

QUALIFICATIONS

Required

• 2–3 years of secretarial, administrative, or office management experience
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe
• Strong math skills, including working with fractions, decimals, rates, and percentages
• Excellent written and verbal communication skills in English
• Highly organized with strong attention to detail and the ability to multitask
• Valid state driver's license and reliable, insured personal transportation

Preferred

• Accounting or bookkeeping experience
• Prior experience in a healthcare, senior living, or residential care setting
• Genuine interest in working with and for older adults

SCHEDULE

Full-time. Hours as determined by the Executive Director to ensure proper business office coverage.

SALARY

SALARY Negotiable based on proven experience.

WHY ARTĒGAN?

Artēgan Communities is a mission-driven senior living organization managing assisted living, memory care, independent living, and retirement communities. We're a close-knit team that takes pride in the care we provide and the environment we create — for residents and staff alike.