Office Manager

Bayview; Seattle (WA); Hybrid; 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 in Seattle is seeking an Office Manager to oversee the Business Office and support hybrid operations Monday through Friday. The role reports to the Chief Financial Officer and plays a key part in billing, payroll, and vendor administration.

You will supervise staff, ensure accurate resident billing, maintain ledgers, move-ins/outs, and manage accounts payable while upholding confidentiality and compliance.

Responsibilities

• Supervise, train, and schedule business office staff
• Serve as escalation point for resident/family billing or vendor concerns
• Coordinate cross-department billing and vendor administration
• Prepare and issue monthly resident statements (private pay only)
• Support payment posting processes
• Monitor aging reports and 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
• Manage move-out, transfer, and level-of-care change process, including final billing and refund processing
• Maintain organized, compliant resident census files
• Ensure 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
• Maintain general office operations, supplies, and administrative systems
• Ensure compliance with state and federal licensure requirements
• Maintain confidentiality of resident, employee, and financial records
• 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
• 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

Job description

JOB TITLE: Office Manager

DEPARTMENT: Business Office

REPORTS TO: Chief Financial Officer

STATUS: Full-Time - Hourly/Non-Exempt

SCHEDULE: Monday to Friday - HYBRID

SALARY: $37.00 - $45.00 + DOE.

Business Office Manager Role andResponsibilities

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.