Office Manager

Bayview Seattle; Seattle (WA); On-site; USD 51,000 - 62,000; Full time

Benefits offered by this job

403(b) match

Health Insurance

Dental Insurance

FSA

HRA

Employee Assistance Program

ORCA Card

Paid time off

On-site Daycare

On-site Dining

Job summary

Bayview Seattle is seeking a Business Office Manager to oversee the business office, billing, and admissions administration onsite in Seattle. The role includes supervising staff, handling resident statements, and coordinating with families and vendors.

The position offers a full-time, Monday–Friday schedule with an hourly wage range and benefits, including health coverage, FSA/HRA, and on-site daycare. DOE applies.

Qualifications

• Experience supervising business office staff and coordinating cross‑departmental billing processes.
• Strong knowledge of accounts receivable, billing, and vendor management.
• Ability to maintain compliant records and support audits.

Responsibilities

• Supervise, train, and schedule business office staff
• Serve as escalation point for resident/family billing or vendor concerns
• Coordinate billing and vendor administration across departments
• Prepare and issue monthly resident statements (private pay) and post payments
• Monitor aging reports and follow up on past-due accounts
• Reconcile resident ledgers and ensure charge accuracy
• Manage move-out and refunds processing and maintain census files
• Ensure timely payment of vendor invoices and maintain vendor records
• Maintain confidential resident, employee, and financial records
• Provide professional front-line service to residents, families, and visitors
• Assist with donor processing and tax receipts for the Foundation

Job description

Hourly rate of $37.00- $45.00+DOE

Full Time M-F Onsite Position

Business Office Manager Role and Responsibilities

Leadership & Supervision

• Supervise, train, and schedule business office staff
• Serve as a point of escalation for resident/family billing or vendor concerns
• Coordinate cross-departmentally on billing and vendor administrative matters

Billing, Accounts Receivable & Collections

• Prepare and issue monthly resident statements across levels of care (private pay only)
• Support payment posting processes
• Monitor aging reports and manage timely follow-up on past-due accounts
• Coordinate with residents, families, and responsible parties regarding payment status and account discrepancies
• Reconcile resident ledgers and ensure accuracy of charges
• Maintain documentation to support external audits related to billing

Admissions & Move-In/Move-Out Administration

• Manage move-out, transfer, and level-of-care change process, including final billing and refund processing
• Maintain organized, compliant resident census files

Accounts Payable & Vendor Management

• Ensure the proper processing, expense coding, and approval routing of vendor invoices
• Manage vendor relationships, contracts, and service agreements
• Ensure timely and accurate payment of vendor invoices
• Reconcile vendor statements and resolve discrepancies

Office Administration

• Maintain general office operations, supplies, and administrative systems
• Ensure compliance with state and federal licensure requirements
• Maintain confidentiality of resident, employee, and financial records

Customer Service & Communication

• Serve as a welcoming, professional first point of contact for residents, families, and visitors
• Respond promptly and courteously to billing inquiries and resolve concerns with empathy
• Communicate policy changes (fee schedules, billing procedures) clearly to residents and families

Foundation Support

• Collect and process donations to the Foundation
• Accurately enter donation records into Bloomerang
• Prepare and send timely donor thank-you notes
• Prepare and issue tax receipts for donations in accordance with IRS requirements

Your Benefits:

• 403(b) plan with up to 4% match
• Health Insurance
• Dental insurance
• Flex Spending Account (FSA)
• Health Reimbursement Arrangement (HRA)
• Employee Assistance Program
• Subsidized ORCA Card - Annual pass
• Paid time off
• On-site Daycare (subsidized)
• Affordable On-site Dining

Bayview is a certified Great Place to Work and an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.