Office Manager - Assisted Living

Prestige Care Inc.; Portland (OR); On-site; USD 40,000 - 65,000; Full time

Job summary

Prestige Care and Rehabilitation - Pinewood Terrace is seeking an Office Manager to oversee the business office operations, including A/R, A/P, payroll, and front desk support. The role also supports recruiting and ensures accurate records while collaborating with a team of healthcare providers in a home-like setting.

The ideal candidate has an associate degree or equivalent, at least two years in a medical/assisted living office, and proficiency with Excel and accounting software.

Qualifications

• Associate degree or equivalent knowledge and skills.
• Two years’ experience in business office including managing accounts receivable and proficiency with Excel and accounting software.
• Experience billing in assisted living or senior living is preferred; ability to prioritize and meet deadlines.

Responsibilities

• Manage business office systems with daily, weekly and monthly tasks.
• Maintain records for accounts receivable, accounts payable, move-ins, census, and financial files.
• Perform routine billing processes and correct discrepancies.
• Manage collections and coordinate with leadership to collect difficult accounts.
• Assist move-in verification and paperwork.
• Complete month-end close and A/R reviews.
• Manage petty cash and resident trust accounts per policy.
• Maintain personnel and resident files in compliance with laws and policy.
• Assist in new hire process including postings, interviewing, and onboarding.
• Handle payroll duties and perform payroll close with central support.

Skills

Attention to detail

Organizational skills

Teamwork

Education

Associate Degree or equivalent

Tools

Microsoft Excel

Accounting software

Job description

What does the OfficeManager do?

You will be responsible for the overall operations of thebusiness office, including Accounts Receivable, Accounts Payable and Payroll,and the front desk. Also, you will be helping out in recruiting new teammembers. Bring your sharp attention to detail, organizational skills, andstrong teamwork to drive our business forward.

Why join thePrestige Care Family in the Office Manager role and what can we offer you?

• See the impact of your expertise and care byinteracting with our residents and their families on a daily basis, and get toknow them long term.
• This is a fast-paced environment where therewill be a lot on your plate, but important work that truly matters and helps.
• You will be able to collaborate with a strongteam of health care providers, all while working in a home-like setting.
• You will have the ability to bring pure joy andcommunity to our residents.
• Enjoy a strong promote-from-within culture: thepossibilities are endless.
• Our 35+ year old, family-owned and operated organization(with over 80 locations in 8 states) means we aren’t too small, but not toobig. You are known here.
• There are many office manager and other similarroles – in this one, you can go home every night knowing that what you didtruly mattered. We love and serve seniors in their time of need, and it’s trulyrewarding work.

In this job, everyday you will…

1. Manage business office systems in accordance withPrestige procedures including completion of daily, weekly and monthly tasks andnon-negotiables.

2. Maintain accurate and up to date records of businessoffice functions including accounts receivable (A/R), accounts payable (A/P),move-ins and census numbers, resident insurance information and financialfiles, bank deposits, petty cash, resident trust accounts, and mail.

3. Perform routine billing processes by ensuring billingis set up, billed and collected in a timely and accurately manner. Identifies,researches, and corrects billing discrepancies.

4. Manage collections of all receivables according toPrestige procedures and document efforts within billing system. Partners withExecutive Director and regional support to problem solve and collect ondifficult accounts.

5. Assist with the move-in process for residents byverifying payer source and completion of move in paperwork.

6. Completes month end close within designated timeframe,participates in monthly A/R review and completes necessary reports as required.

7. Manages petty cash and resident trust accounts.Ensures accounts are balanced and update to date according to state regulationsand Prestige policy.

8. Maintains personnel and resident files in accordancewith all applicable laws, regulations, and Prestige policy and procedure.

9. Assist in the new hire process by postingrequisitions, reviewing applicant tracking system, scheduling and conductinginterviews, extending offers, completing new hire paperwork, trackingcredentials, and onboarding process.

10. Responsible for payroll duties including assigningemployee numbers, reviewing time clock entries, collecting time clock edits,entering data into the payroll system, processing PTO/Sick Time, trackingattendance, and running reports. Processes payroll close and submits to centralsupport.

Education & Experienceyou need to qualify:

• You will need to bring an Associate Degree orequivalent knowledge and skills obtained through a combination of education,training, and experience.
• Two years’ experience working in business officeincluding managing accounts receivable or ability to demonstrate equivalentknowledge and skills. Must be proficient with Microsoft Excel and haveexperience using accounting software.
• Experience billing in an assisted living orsenior living environment preferred. Ability to work independently toprioritize responsibilities and meet deadlines.

Ways you can advancebeyond the Office Manager role:

Once you master this role, you could consider theResident Care Coordinator, Area Business Office Manager, Executive Director,and other similar jobs with Prestige Care.

EOE/M/F/VETS/DISABLED – At Prestige, it is our promise topersonally touch lives every day. It is a philosophy of caring based on ourcore values of integrity, trust, commitment, and respect, that are at thecenter of all that we do. We are committed to a diverse and inclusive workforcethat represents all of us, coming from different experiences, cultures,backgrounds, and viewpoints. Inclusion is the way we treat one another and howwe celebrate what makes us different.

Prestige is proud to be an EqualEmployment Opportunity employer. We do not discriminate based upon race,religion, color, national origin, gender (including pregnancy, childbirth, orrelated medical conditions), sexual orientation, gender identity, gender expression,age, status as a protected veteran, status as an individual with a disability,or other applicable legally protected characteristics.