What are the responsibilities and job description for the Business Office Manager position at Harmony Senior Services?

Why Harmony?

401k Fulltime Part-time Benefits Packages
Employee Referral Bonus Incentives (free meals, movie tickets, dining, automotive deals, retail discounts, finance / legal, consulting, electronics, and more!)
Training, Development Career Laddering
Great work-life balance
Flexible Scheduling
Telehealth Flex Spending Health Savings Account Options

Job Description

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

Requirement

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

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