Business Office Manager – Assisted Living

All American Assisted Living; Wrentham (MA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Paid time off

Job summary

All American Assisted Living seeks a detail-oriented Business Office Manager to lead administrative functions in our assisted living community. You’ll support resident billing, accounts payable, payroll/timekeeping, onboarding, HR administration, and vendor coordination, reporting to the Executive Director.

The role requires strong organizational skills, the ability to manage multiple priorities, and professional communication with residents, families, and staff.

Qualifications

• Previous experience in business office administration, accounting, payroll, HR, or healthcare administration is preferred.
• Experience in assisted living, senior living, or healthcare administration is advantageous.

Responsibilities

• Manage resident billing and accounts with accuracy and timeliness.
• Process payroll and timekeeping records, ensuring deadlines are met.
• Oversee accounts payable, vendor records, and invoicing workflows.
• Coordinate employee onboarding and HR documentation.
• Maintain organized electronic and paper records and reporting for leadership.

Skills

Organizational skills

Attention to detail

Time management

Communication skills

English proficiency

Tools

Microsoft Excel

Outlook

Microsoft Word

Job description

Business Office Manager – Assisted Living

Pay: (salary range)

Company Overview

Our community ispart of a growing senior living organization dedicated to providing exceptional care, meaningful experiences, and a welcoming environment for older adults.

We believe strong community operations are essential to delivering a great resident and employee experience. Our Business Office Manager plays a key role in keeping the community organized, responsive, and financially sound.

Job Overview

We are seeking an organized, dependable, and detail-oriented Business Office Manager to lead the administrative functions of our assisted living community.

This role supports the Executive Director and community leadership team in several critical areas, including resident billing, accounts payable, payroll and timekeeping, employee onboarding, human resources administration, vendor coordination, recordkeeping, and general office operations.

The ideal candidate is comfortable managing multiple priorities, following through on deadlines, working with residents and families, and taking ownership of the day-to-day responsibilities of the Business Office.

Position Details

• Pay: (salary range)

• Job Type: Full-time

• Location: (city, state)

• Work Setting: Assisted living and memory care community

• Work Location: In person

• Reports To: Executive Director

What You’ll Do

Resident Billing and Accounts

• Support monthly resident billing and account maintenance

• Review resident charges, credits, deposits, and account adjustments for accuracy

• Assist residents and responsible parties with routine billing and account questions

• Maintain accurate resident financial records and supporting documentation

• Coordinate billing concerns and account discrepancies with community leadership and corporate accounting

• Assist with administrative responsibilities related to resident move-ins, move-outs, and changes in services

• Monitor outstanding resident-account items and follow up as required

Accounts Payable and Vendor Management

• Review and process vendor invoices accurately and timely

• Obtain required approvals and coding before invoice submission

• Maintain vendor records, contracts, certificates of insurance, and supporting documentation

• Communicate with vendors regarding invoices, account questions, and payment issues

• Monitor outstanding invoices and time-sensitive vendor concerns

• Coordinate with corporate accounting and community leadership on accounts payable matters

• Assist with purchasing and supply management

Payroll and Timekeeping

• Support the community payroll process and ensure required information is submitted according to established deadlines

• Review employee timecards and timekeeping records for accuracy

• Follow up on missed punches, timecard exceptions, and required approvals

• Assist department leaders with timekeeping questions and corrections

• Maintain payroll-related documentation

• Assist employees with routine payroll questions and escalated concerns when appropriate

Human Resources and Onboarding

• Coordinate the administrative portion of employee onboarding

• Ensure new hires complete required employment documentation and pre-employment requirements

• Coordinate background checks, employment screenings, and credential verification

• Maintain organized and confidential employee personnel files

• Monitor required licenses, certifications, training, and other employment credentials

• Assist with employee status changes, transfers, compensation changes, and separation documentation

• Support benefit enrollment and routine employee benefit questions

• Coordinate with Human Resources on employee relations, leave, policy, and compliance matters

• Ensure required employment documentation is completed accurately and timely

Business Office Administration

• Maintain organized electronic and paper records

• Manage incoming mail, correspondence, and administrative documents

• Prepare reports, spreadsheets, and other information requested by community or corporate leadership

• Maintain office supplies and administrative inventory

• Assist with community banking and deposit responsibilities as assigned

• Maintain confidentiality of resident, employee, financial, and business information

• Support audits, surveys, and requests for documentation

• Assist residents, families, employees, and vendors with Business Office questions

• Coordinate with corporate Accounting, Human Resources, Payroll, and Operations teams

• Participate in community leadership meetings

• Track outstanding tasks and communicate updates to the Executive Director and appropriate department leaders

• Assist with reception and front-office responsibilities when necessary

• Complete additional administrative and operational responsibilities as assigned

What We’re Looking For

• Previous experience in business office administration, accounting, payroll, human resources, healthcare administration, property management, or a related field

• Assisted living, senior living, healthcare, hospitality, or residential property experience is preferred

• Experience with resident billing, accounts payable, payroll, or basic accounting is strongly preferred

• Experience with employee onboarding and HR administration is preferred

• Strong organization and attention to detail

• Ability to manage multiple priorities, deadlines, and interruptions

• Strong follow-through and ability to take ownership of assigned responsibilities

• Strong computer skills, including Microsoft Excel, Outlook, and Word

• Ability to learn accounting, payroll, HR, resident-management, and other business systems

• Strong written and verbal communication skills

• Ability to communicate professionally with residents, families, employees, vendors, and leadership

• Ability to communicate clearly and effectively in English, verbally and in writing, as required to manage documentation, communicate with residents and employees, and perform administrative responsibilities

• Ability to handle confidential and sensitive information with discretion

• Strong problem-solving skills and sound judgment

• Dependable attendance and punctuality

• Ability to work independently and as part of a community leadership team

• Ability to successfully complete required background checks and employment requirements

Benefits

• Medical insurance for eligible employees

• Dental insurance

• Vision insurance

• Life insurance

• Paid time off for eligible employees

• 401(k)

• 401(k) matching

• Employee assistance program

• Employee referral program

• Paid training

• Retention incentives

• Supportive and team-oriented work environment

• Meaningful work serving older adults

The Business Office Manager is an important part of the community leadership team and helps ensure that residents, families, employees, vendors, and department leaders receive timely and dependable administrative support.

We are looking for someone who takes ownership of their work, communicates effectively, stays ahead of deadlines, and understands the importance of accurate and responsive Business Office operations.

We are an equal opportunity employer.