Business Office Manager (Senior Living)

Harmony Senior Services; Mechanicsburg (Cumberland County); On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Business Office Manager to oversee all business and office management functions. This role involves managing resident billing, accounts payable, payroll, and personnel administration, ensuring compliance with state and federal regulations. The ideal candidate will possess strong organizational and communication skills, along with a background in accounting or business. Join a collaborative team where your contributions will enhance the quality of service provided to residents and their families, while fostering a supportive work environment for staff. Embrace this opportunity to make a significant impact in a thriving community.

Qualifications

• 3+ years experience in Accounts Payable/Receivable and HR/Benefits administration.
• Proven ability to use accounting software and manage office tasks efficiently.

Responsibilities

• Manage resident billing and accounts receivable processes effectively.
• Oversee payroll, personnel files, and ensure compliance with regulations.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Accounting Software Proficiency

Customer Service Skills

Analytical Skills

Education

AA Degree in Accounting or Business

Equivalent Experience

Tools

Microsoft Office

Job description

STATEMENT OF JOB:

The Business Office Manager will be responsible for all business and office management functions of the community.

Responsibilities include but are not limited to:

Resident and A/R related duties:

• Resident Billing
  • Produce and mail resident invoices by the 20th of each month
  • Send rent increase and Level of Care change notifications in compliance with resident agreement notification periods
• Cash Receipts
  • Deposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of deposit
  • Maintain copy of deposit receipts and checks for each deposit
  • Monitor accounts receivable and communicate past due accounts with Executive Director. Apply late fees as appropriate
  • Lease Summary, Move-In/Move-Out Report, Average Residency
  • Maintain and update with each change
  • Resident surveys
  • Mail to families and residents according to schedules

Payables:

• Accounts Payable
  • Code invoices
  • Obtain necessary approvals from the Executive Director and applicable Department Heads, and forward to corporate office every Friday
  • Maintain vendor contracts and files
  • Declining balance spend-down sheets
  • Update and distribute to the appropriate Department Heads at least weekly
• Petty Cash
  • Monitor and balance

Personnel:

• Order background checks, compile test results and advise when applicant has successfully completed pre-hire process
• Process new hire paperwork and ensure accuracy and completeness
• Work with Department Heads to identify open positions, advertise and interview potential candidates if appropriate
• Initiate and track FMLA absences (FMLA, ADA) working with Human Resource Department
• Assist with employee relations and progressive counseling as needed
• Oversee Worker's Compensation forms and process for the community
• Provide all departments with personnel forms and/or packets
• Deliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and procedures
• Responsible for all aspects of managing the Concierge team and their scheduling to meet the business needs of the community.

Payroll:

• Check payroll weekly to ensure no missed punches and correct as needed
• Bi-weekly transmittal of payroll data to payroll servicer
• Daily update of Hourly Budget/Actual Staffing Summary (Daily Staffing Report)
• Time clock administration

Employee Benefits/Support:

• Work with Benefits Coordinator to administer all benefits as applicable per team member's status
• Order employee name tags (temporary and permanent)
• Order employee uniform (Healthcare and Housekeeping)
• Track information for TB updates and Hepatitis B vaccine

Resident business files and personnel files:

• Create, maintain, and update resident and employee files according to state, federal and corporate guidelines
• Review and Audit files at least quarterly to ensure accuracy after initial set-up

Administration:

• Maintain office equipment in good working order; maintain and supervise office supply inventory
• Maintain state registration and inspection forms and reports
• Assist Department Heads with ordering supplies and inventory
• Create temporary employee badges and order permanent badge, swipe card (if appropriate), business cards (if appropriate)
• Ensure OSHA compliance completing required forms as applicable

Customer Service:

• Provide superior customer service when interacting with residents, families, visitors, and staff

Requirements:

• AA Degree preferred in accounting or business, or equivalent experience
• Three years' experience working in Accounts Payable/Receivable
• Three years' experience working in Human Resources/Benefits administration
• Excellent organizational, interpersonal, and communication skills
• Demonstrated ability to use accounting software programs and Microsoft Office
• Must be able to lift, carry, and push up to 25lbs
• Demonstrated ability to meet project deadlines
• Ability to analyze reports and identify issues that could affect day to day business operations
• Excellent customer service skills