Business Office Manager

Description

We are currently searching for a skilled Business Office Manager to join our dedicated team at Bethesda Gardens. If you have a passion for working with seniors, and the ability to thrive in a fast-paced, collaborative environment, we invite you to apply for this exciting opportunity. Join us in making a positive impact on the lives of our residents and contributing to the success of our thriving senior living community.

The Business Office Manager is responsible for the human resources, payroll, accounts receivable, and accounts payable coordination with the corporate office / central business office. Additionally provides administrative assistance to the Executive Director.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Uses established phone etiquette while answering the telephone in a positive and cheerful manner.
• Provides excellent customer service and communication to residents, families, guests, employees, and vendors.
• Establishes rapport and provides tours to potential residents and their family members that reflect the mission and vision of the community and is geared towards the needs of the family.
• Performs payroll functions accurately and in accordance with our policies and procedures. Maintains employee confidentiality in all matters relating to salaries and benefits.
• Ensures check book, petty cash, and resident personal needs funds are accurately maintained and balanced, with each transaction fully authorized and supported by receipts and / or signature.
• Communicates accounts receivable information, such as additions, adjustments, transfers, and changes to the corporate office (central business office) on a daily basis within 2 business days of the event.
• Uses the tools available to coordinate or bill accounts receivable and perform collections on delinquent accounts receivable.
• Makes daily deposits of customer payments.
• Reviews all accounts payable invoicing for coding and proper authorization before submission to the corporate office / central business office.
• Requests and analyzes vendor statements, researching delinquent balances on accounts in order to bring and keep accounts current.
• Prepares and sends weekly and monthly packets to the corporate office to include Accounts Payable, Weekly Cash Reports, Census, and other reporting required on a periodic basis.
• Provides a positive, educational, and quality orientation for new employees.
• Receives and assists employees with completion of benefit information. Ensures all information is sent to corporate Human Resources in a timely and accurate manner.
• Ensures all resident files are accurate and complete.
• Maintains confidentiality of residents’ personal information in and out of the community and protects and supports residents’ rights.
• Maintains all personnel files accurately and completely according to corporate, federal and state regulations.
• Maintains I-9s in a timely manner and in accordance with Federal guidelines and ensures appropriate identification is current.
• Assists managers in checking references on potential employees.
• Ensures completion of all background checks in accordance with state and company policies prior to the start date of new employees.
• Assists managers in completion of unemployment requests for information in accordance with state timelines.
• Receives, sorts, and delivers mail in accordance with community policy.
• Assists with special events as requested.
• Maintains inventory of office supplies.
• Maintains a professional appearance and demeanor that encourages a positive nurturing environment for the residents, families, vendors, and guests.
• Provide support by covering the front desk when there is not a receptionist at the community or during periods when a receptionist is not available, ensuring a seamless and professional first point of contact for visitors and callers.
• Ensures adequate daily coverage for meal service by communicating with the Culinary Services Director and / or Host / Hostess, to include taking resident orders for meals, providing drink refills according to residents’ / guests’ requests, assists with the cleaning, resetting and preparation of the dining room in-between mealtimes.
• Performs all other duties as assigned or required.

Managerial Breadth / Scope of Job

This role may include supervisor duties, depending on the specific needs and structure of the community.

Qualifications

Knowledge / Skills / Abilities

Education / Experience : Must possess the equivalent of a high school degree or greater. Minimum of two years college with human resources, accounting, or administrative emphasis is preferred. A minimum of two years experience in an office setting is required.

Working Environment / Physical Requirements : Basic office setting with light physical effort required to lift objects up to 20 pounds occasionally and up to 10 pounds frequently. The position requires extensive periods of sitting and the ability to work on computer >

50% of the day. The individual must possess the ability to manage frequent interruptions and to return to the task at hand quickly. The position requires frequent bending, stooping, grasping, and repetitive keyboarding.

Applications accepted on an ongoing basis until the position is filled.