Business Office Manager - Full Time

Fieldstone-Rolling-Bay; Bainbridge Island (WA); On-site; USD 52,000 - 78,000; Full time

Job summary

Fieldstone-Rolling-Bay seeks a diligent Business Office Manager to oversee administrative functions, billing, payroll coordination, and HR processes. You will interact with residents, families, staff, and vendors to ensure accurate financial records and smooth operation.

The role requires strong communication, organization, and customer-service skills, with a flexible schedule including weekends. Experience in long-term care administration is a plus.

Qualifications

• AS degree or equivalent experience.
• Food Handlers card required.
• Basic bookkeeping course or experience recommended.
• Good computer skills and aptitude to learn company applications.
• Excellent customer service and hospitality abilities.
• Ability to work with residents and staff with compassion.
• English reading/writing/speaking required.
• Criminal background and fingerprint check required.
• Flexible schedule including weekends and holidays.
• Knowledge of administrative codes for assisted living is a plus.

Responsibilities

• Plans, develops, organizes, implements and evaluates business office goals, policies, and procedures.
• Answers phones, greets visitors, and coordinates vendors as necessary.
• Keeps regular office hours.
• Responds to families and staff members with compassion and understanding.
• Accumulates and maintains accurate reports and statistics.
• Inputs resident financial information within the billing system and maintains accurate data.

Skills

Customer service

Organizational skills

Communication skills

English proficiency

Problem-solving

Teamwork

Education

AS degree or equivalent

Food Handlers card

Basic bookkeeping course

Tools

Billing software

MS Office

Job description

Business Office Manager

POSITION SUMMARY

The Business Office Manager helps create a joyful and vibrant community by welcoming people (residents, families, employees & visitors) into the community and efficiently directing the overall administrative functions of the community.

ESSENTIAL JOB FUNCTIONS

• Plans, develops, organizes, implements and evaluates business office goals, policies, and procedures.
• Answers phones, greets visitors, and coordinates vendors as necessary.
• Keeps regular office hours.
• Responds to families and staff members with compassion and understanding.
• Accumulates and maintains accurate reports and statistics.
• Inputs resident financial information within the billing system and maintains accurate and complete financial data for each of the residents, both in the computer system and a hard copy in resident files.
• Assists with new resident paperwork as needed
• Responsible for private pay collections.
• Responsible for the timely collection of all accounts receivable. Follows up directly with slow payers and initiates collection actions. Assists in collection of unpaid rents.
• Serves as community representative for HR-related programs & processes (open enrollment, new hire onboarding & benefit enrollment, recruitment, licenses & credential tracking).
• Provides excellent and timely communication to payroll on all new hires, terminations, and changes to existing employees.
• Ensures payroll information is accurate and completed per company guidelines.
• Maintains accurate employee and resident records.
• Orders supplies.
• Accurately codes, verifies goods and services rendered. Ensures all invoices are properly approved and remitted to home office for timely processing.

EXPERIENCE, QUALIFICATIONS & SKILLS

• AS degree or equivalent experience.
• Maintains current Food Handlers card.
• Basic bookkeeping course or prior long term care bookkeeping experience is strongly recommended.
• Demonstrates basic computer knowledge and ability with an aptitude to learn company applications.
• Good organizational and communication skills.
• Works efficiently and effectively with little to no supervision.
• Excellent customer service & hospitality skills. Ability to relate positively, effectively and appropriately with residents, families, community members, volunteers and other facility staff.
• Possess special interest in, and a positive attitude about, working with long-term care residents and the elderly.
• Ability to read, write, speak and understand English.
• Pass a Criminal Background & fingerprint check
• Knowledge of Administrative Codes for assisted living a plus.
• Ability to work a flexible schedule, including weekends, holidays and overtime, to meet the requirements of the position.
• Ability to creatively problem-solve in both resident care and employee management
• Maintains clean, neat, comfortable, safe environment for residents, staff, and visitors.
• Meets all mandatory health requirements by State regulations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hand to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and or move up to 20 pounds.