Business Office Manager

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
• Overseas 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