Business Office Director at Luxury Senior Living

The Seville of San Clemente • San Clemente, CA

3d • Onsite

About The Position

The Business Office Director oversees the daily business and administrative operations of the community, ensuring accuracy, efficiency, and compliance across financial, payroll, and human resources functions. This position is responsible for resident billing, accounts receivable and payable, payroll administration, employee records, and supervision of business office and concierge team members. Working closely with the Executive Director and community leadership, the Business Office Director plays a key role in supporting financial performance, operational excellence, and positive experience for residents, families, and team members. The ideal candidate is an organized, detail-oriented leader with strong financial and administrative experience, excellent communication skills, and a commitment to delivering exceptional service.

Requirements

• Associate degree in Accounting, Business Administration, Finance, Human Resources, or a related field required; bachelor's degree preferred.
• Minimum of two (2) years of accounts receivable or related financial administration experience.
• Minimum of one (1) year of supervisory experience overseeing two or more employees.
• Previous experience in senior living, hospitality, healthcare, or a similar environment preferred.
• Strong knowledge of accounts receivable, accounts payable, resident billing, and financial recordkeeping.
• Experience with payroll administration, employee onboarding, benefits coordination, and personnel record management.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with Yardi, Paylocity, or similar accounting and payroll systems preferred.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills with the ability to interact professionally with residents, families, employees, vendors, and leadership.
• Ability to manage multiple priorities, meet deadlines, and maintain accurate records.
• Strong leadership skills with the ability to supervise, train, and support administrative team members.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial and employee information.
• Knowledge of applicable employment regulations, payroll procedures, and financial compliance requirements.
• Dependable, professional, and able to work independently while collaborating effectively with community leadership.

Nice To Haves

• Bachelor's degree
• Previous experience in senior living, hospitality, healthcare, or a similar environment
• Experience with Yardi, Paylocity, or similar accounting and payroll systems

Responsibilities

• Oversee resident billing, payment processing, accounts receivable, and accounts payable functions.
• Review resident census changes, including move-ins, move-outs, transfers, and deaths, to ensure accurate billing and account adjustments.
• Review resident charges, monthly billing statements, rent increases, and final account reconciliations.
• Process resident payments, manage ACH transactions, and ensure timely deposits and accurate financial records.
• Monitor accounts receivable aging reports and follow up on outstanding resident balances.
• Coordinate vendor invoice processing, coding, approvals, and payments using established accounting procedures.
• Review employee expense reports, credit card transactions, and supporting documentation for accuracy.
• Maintain accurate financial records and assist with monthly financial reviews and annual budgeting.
• Respond to resident, family, vendor, and corporate accounting inquiries professionally and promptly.
• Assist residents and families with long-term care insurance documentation and billing requests.
• Oversee community payroll processes, including reviewing timecards, verifying payroll changes, and ensuring accurate and timely submissions.
• Coordinate new hire documentation, pre-employment screenings, and onboarding requirements in accordance with company policies and applicable regulations.
• Organize and support new hire orientation in collaboration with community leadership.
• Maintain accurate and confidential employee personnel files, training records, and required certifications.
• Coordinate employee status changes, wage adjustments, leaves of absence, and benefits-related updates with the appropriate departments.
• Assist employees with payroll, benefits, and general employment-related questions.
• Support the administration of employee benefits, including enrollment documentation and required acknowledgments.
• Coordinate workplace injury reporting, workers' compensation documentation, and applicable safety recordkeeping.
• Ensure compliance with company policies, employment regulations, and applicable recordkeeping requirements.
• Supervise, train, and support business office, concierge, and assigned administrative team members.
• Assist with hiring, onboarding, performance management, scheduling, and professional development of assigned staff.
• Provide guidance to department leaders regarding financial procedures, invoice approvals, payroll processes, and administrative requirements.
• Partner with the Executive Director to support community operations, financial goals, and overall organizational objectives.
• Participate in community leadership meetings and collaborate with department directors to support operational efficiency.
• Maintain organized business office records and coordinate document retention and archiving in accordance with company policies.
• Ensure resident, employee, and financial information is handled with the highest level of confidentiality.
• Promote a welcoming, professional, and service-oriented environment for residents, families, guests, and team members.
• Perform other duties as assigned to support the Executive Director and overall community operations.

Benefits

• We comply with all applicable federal, state, and local laws, including but not to limited, respecting consideration of unemployment status in making hiring decisions.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree