Director of Business Office

The Director of Business Operations reports directly to the Executive Director. Participates in the daily morning leadership meeting and acts as a Manager-On-Duty as delegated by the Executive Director.

Qualifications:

To perform this job successfully, an individual must be able to perform and complete each essential duty satisfactorily, have excellent oral and written communication and language skills to enable them to perform their duties, must have and maintain a high level of confidentiality, and interact effectively with residents and community personnel. In addition, the individual must have adequate experience in business management, health care and human resources. This position requires a strong working knowledge and skills related to software programs, such as Excel and Microsoft Word, as well as additional accounting software programs. This position will require complex reporting responsibilities and the ability to work with multiple teams in more than one location. A college degree and at least 2 years of experience in administration and/or a business office setting is required. Experience working with older adults is preferred.

Areas of Responsibility:

Organizational

a. Provides organizational structure and ensures effective and efficient daily operations related to accounts receivable, accounts payable, file maintenance and payroll.

b. Assists the manager-on-duty as delegated by the Executive Director.

Payroll/Personnel

a. Assists applicants for employment and schedules interviews for department directors.

b. Ensures accurate payroll processing. Accuracy includes, but not limited to, reviewing time sheets for missing punches, reviewing and recording PTO requests and recording and/or confirming company approved deductions. Checks should be issued according to company policy and procedures.

c. Maintains accurate and current personnel records according to company policy and procedures.

d. Submits unemployment claims, verifications of employment and garnishments to Support Team.

e. Assists with training programs and maintains a tickler system to ensure training objectives are met for each employee. Will be solely responsible for the training of the Concierge.

f. Ensures each employee completes the company initial orientation program.

g. Informs employees of company offered benefits.

h. Maintains a current tracking system to ensure that staff maintain professional licensure, CPR, registration and TB testing according to state regulations.

i. Reports unauthorized over-time and payroll discrepancies to the Executive Director and Home Office Finance Team.

j. Acts as a witness to all employee disciplinary meetings and actions.

k. Notifies Home Office and Support Teams of employee incidents related to Worker’s Compensation, FMLA, and ADA.

l. Maintains an annual OSHA Log for employee incidents for the community.

Accounts Receivable and Accounts Payable Duties

a. Ensures invoices are mailed, payments are received, and funds are deposited according to company policy and procedures.

b. Accurately maintains resident business files and petty cash fund. Responsible for maintaining and reporting petty cash receipts and any discrepancies. Completes filing according to company policy.

c. Ensures ancillary service fees are charged and included on invoices.

d. Utilizes company billing software program effectively and ensures individual resident accounts are updated within 24 hours.

e. Participates in committees and meetings related to management, fire/safety, marketing, resident concerns, and strategic planning.

Customer Service & Communication

a. Answers and manages phone system in a professional manner and according to the employee handbook and company policy. Will, at times, act as back-up to the Concierge.

b. Performs tours as requested by E.D./Administrator. Assists with administrative tasks related to a resident admission.

c. Assists with inquiries, documents interaction with prospects and notifies Director of Sales of potential residents.

d. Maintains a strong working relationship with vendors, referral sources and all tenants.

e. Develops positive working relationships with supervisors, employees, residents, resident representatives. Respects and adheres to the Resident Bill of Rights.

f. Actively advocates for superior care, promotes service excellence and greets guests in a courteous and friendly manner.

e. Actively advocates for a positive work environment between management and staff.

h. Maintains company dress code, wears name identification badge and maintains a professional image.

Supportive Services

a. Orders office supplies according to business objectives and fiscal budget.

b. Distributes mail, faxes and company information accurately and timely.

c. Models professionalism, compassion and courtesy at all times

e. Assists in the dining room as requested by the E.D./Administrator.

f. Supports and participates in team marketing.

g. Assists during open house events.

h. Assists during any federal, state or local government survey, review or investigation.

i. Makes copies as requested by E.D./Administrator and to ensure efficient business operations.

j. Performs administrative and resident related tasks as directed by the E.D./Administrator.

Regulation and Policy Compliance

a. Complies with all Blake Management Group policies and procedures.

b. Maintains Federal, State, County and City regulations.

Job Types: Full-time, Part-time

Pay: $50,000.00 - $55,000.00 per year

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Day shift

Work Location: In person

Salary : $50,000 - $55,000