What are the responsibilities and job description for the Business Office Coordinator position at Senior Living Communities?

Find your new career with a team of HEROES, who are extraordinary people doing ordinary things for seniors. We are dedicated to giving back and supporting our team members, local community, and others worldwide. Come join a team with (6) Industry Best of the Best Awards and help us put People First Always.

Come see why Wildewood Downs is certified as a Great Place to Work!

Now accepting applications for a Business Office Coordinator. The ideal candidate will have experience in a wide variety of business office responsibilities including petty cash reconciliation, aging / collections, invoicing, payroll, and accounts payable. This position also assists HR with recruitment, orientation, onboarding, and retention. Must provide a high level of customer service. Senior Living experience is a plus.

POSITION SUMMARY : This position is the principal point of contact regarding all business matters. This position is also the principal point of contact with the management company regarding all the administrative business aspects of the community which includes accounting, budgeting, financial reporting, and accounting support.

ESSENTIAL FUNCTIONS :

Responsible for the recruiting of candidates to ensure proper coverage in all departments.
Insures forward motion of candidates as they progress through the ATS system.
Communicate with Home Office daily / weekly basis recruitment needs for the community.
Calls and pre-screen applicants to source for qualifications of candidates for open positions.
Submits resumes / applications to hiring managers to schedule face-to-face interviews.
Oversees setting up pre-employment screens, including background check(s), drug testing, PPD and health screenings. I-9 documentation
Oversees new employment offer letter.
Creates and maintains all team member files with required information while maintaining confidentiality.
Creates Paylocity account for all employees
Schedules, facilitates, and participates in new employee orientations.
Uniform ordering for all employees
Identifies training needs of Department Head level team members to expand these individual’s skill set and knowledge base.
This position does participate in the Manager on Duty program that will require you to work at the community for a pre-determined period of time over the weekend.
Serves on special projects and assignments outside of his / her own community to support other communities or the broader portfolio.
Creates and maintains all resident files with required information while maintaining confidentiality.
Serves as liaison with third party vendors; establishes and maintains all vendor files.
Processes and / or oversees Accounts Receivable by invoicing customers, posting payment of invoices, and tracking non-routine and miscellaneous services for which Team Members, residents or vendors should be billed or credited.
Accounts for all petty cash transactions and reimbursements.
Assists in keeping all departments in line with budget.
Maintains data related to Entrance Fee tracking, resident refunds, amortization and financial assistance.
Maintains office and business supplies inventory and preventative maintenance on office machinery.
Assists Executive Director with annual budgeting process as necessary.
Facilitates, participates in, and / or attends all required in-service training and education programs as scheduled.
Medicare Ancillary Charges (x-ray, lab, and pharmacy) – oversees Healthcare Medical Supply Charges to ensure accuracy.
Processes Admissions / Discharges within Vision (IL only); keeps up with Resident Status Change Forms throughout the community to ensure accuracy
Maintain emergency contact information for POA’s
Processes Flex Cash Outs and credits member accounts appropriately
Submitting Long Term Care Insurance documentation appropriately each month
Responsible for license renewals for the entire campus (Business Licenses, CCRC, NCF, and CRC)
Other duties as assigned.

COMPETENCIES : To perform the job successfully, an individual should demonstrate the following competencies :

Technical Skills – Individual must demonstrate current and ongoing competence in tasks assigned which indicates a specialized skill in this area above and beyond the average.

Communication – Demonstrates an ability to effectively and regularly transfer information to necessary parties to improve the quality of her work and to provide her supervisor with actionable, accurate data.

Initiative – Is self-motivated and personally competitive. Wants to achieve for the good of the Company and her team. Seeks additional work when they have capacity. Demonstrates an ability and desire to bring new ideas and solutions to their supervisor on an ongoing basis.

Flexibility – The ability to quickly adapt to changing conditions. The ability to navigate obstacles with ease, aplomb and professionalism.

Interpersonal Skills – Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control; remains open to ideas and tries new things

Teamwork – Balances team and individual responsibilities; encourages others and asks for help when needed. Exhibits patience and compassion.

Professionalism – Ensures product is delivered on time and is of the highest quality. Assumes responsibility for mistakes. Presents themselves in a manner which enhances the brand image. Understands that no information is truly private and conducts online or social networking activities accordingly.

Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds the Company’s Guiding Principles :

People First, Always

We Exist to Serve our Members

We Have a Responsibility to be Full

Physical Demands, Work Environment, and Expected Hours of Work : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position is often required to read, write, stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, kneel, crouch, talk and / or hear.

An individual in this position will be required to lift or carry weight up to 25 lbs.

May be exposed to minimal to moderate noise.

May be required to work extended periods of time at a computer terminal.

May encounter difficult situations, including contact with mentally ill and deceased residents.

TRAVEL : Local and out of state travel, including overnight stays, may be required from time to time to attend conferences, training, meetings, and professional development programs.

EDUCATION AND EXPERIENCE REQUIREMENTS :

Bachelor’s degree and PHR / SHRM-CP desired

Two years’ experience in a similar human resources position required

ATS and Payroll experience desired.

Three years administrative and / or bookkeeping experience.

Two years’ experience with Medicare billing strongly preferred.

Proficient in MS Office products, internet and industry specific software programs for marketing, payroll and accounts payable / receivable.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED :

Ability to work in a fast-paced environment and to prioritize, organize and manage multiple priorities.

Proficient in Microsoft Office suite and the ability to quickly master new software applications.

Strong customer orientation to older adults.

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