Business Office Manager

Tequesta Terrace•Tequesta, FL

About The Position

Job Summary: The Business Office Manager will be responsible for leading the business through management and supervision of the day-to-day accounting functions at the community. Supervisory Responsibilities: Recruits, interviews, hires, and trains new staff in the department. Oversees the day-to-day operations of the business office, including staffing coverage and management. Conducts performance reviews for direct reports. Duties & Responsibilities: Leads others through oversight of Human Resources, employee relations and team development. Ensure all proprietary, financial, team member and resident information is kept confidential. Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices. Process/file worker’s compensation claims. Processes orders for all necessary equipment and supplies for the community. Orders are placed within budget guidelines and maintain inventory control. Accountable for business office budget and provides reports to management as requested. Perform human resource duties, including but not limited to: Maintain team member personnel files. Generate and review weekly payroll labor reports and address team member payroll concerns. Forward report to RVP of Operations. Submit payroll to PEO and Executive Director. Resolve all issues. Promotes personal and professional growth of staff. Places open position ads; assist in recruiting, hiring, supervising, evaluating, counseling, and if necessary, terminating team members. Works with support office and PEO human resources on disciplinary situations and meets with team members to discuss issues and concerns. Onboarding new team members, including creating and maintaining team member files. Assist in training team members by conducting new hire orientation. Enroll, monitor completion, certificate archiving/filing and deactivation of all team members in continuing education online program (Relias). Ensuring new hire team member criminal histories, state required background checks are completed. Verify required team member licenses and certifications are current. Confirm team member tuberculosis screening is performed as required by state or provincial regulations. Review and submit invoices to department managers for approval and then enter into accounts payable system timely and accurately. Monitor billing errors. Mains resident billing files. Assist with lease signing – As needed. Assist in answering resident billing issues. Confirm move-in deposits and collected monthly rent payments are deposited and recorded in a timely manner. Send Monthly delinquent notices and follows collection guidelines. Process annual resident lease increase letters. Enter required information into Yardi for all Move-in/Move-outs. Enter all charges in the billing system prior to running all statements. Follow monthly accounting calendar to meet all deadlines. Manages Concierge and Transportation departments. Responsible for all hiring decisions and other personnel matters relating to these departments. Perform staff duties necessary for immediate community operation in case of staffing problem. Respect dignity and confidentiality standards and promote resident rights. Complete or assist with special projects as requested by community or senior management. Adheres to all policies and procedures of the company. Obtain license or certification necessary for Executive Director position within one year of hire date. Performs other related duties as assigned.

Requirements

Exceptional teamwork and leadership skills.
Excellent organizational skills and multi-tasking abilities.
Strong attention to detail and basic bookkeeping skills required.
Strong experience developing individual team members.
Excellent interpersonal and customer service skills.
Excellent time management skills with a proven ability to meet deadlines.
Strong analytical and problem-solving skills.
Proven ability to execute results.
Strong financial and human resources judgement.
Desire to work with older adults and their families.
Demonstrate ability to communicate effectively in English, both verbally and in writing.
Projects a positive and professional image at all times.
Able to concentrate with frequent interruptions.
Able to talk and hear effectively to convey instructions and information to residents and team members.
Maintains basic knowledge of computer software and internet platforms including email.
High school diploma or equivalent required.
Two to three years of experience as a Business Office Manager in Assisted Living/Memory Care or related field required.
Excellent knowledge of the state regulations and compliance management.
Working knowledge of basic accounting terminology and processes.
Meet state or provincial health related requirements.
Maintain any other certification as required by state or provincial regulations.

Responsibilities

Leads others through oversight of Human Resources, employee relations and team development.
Ensure all proprietary, financial, team member and resident information is kept confidential.
Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
Process/file worker’s compensation claims.
Processes orders for all necessary equipment and supplies for the community.
Accountable for business office budget and provides reports to management as requested.
Maintain team member personnel files.
Generate and review weekly payroll labor reports and address team member payroll concerns.
Submit payroll to PEO and Executive Director. Resolve all issues.
Promotes personal and professional growth of staff.
Places open position ads; assist in recruiting, hiring, supervising, evaluating, counseling, and if necessary, terminating team members.
Works with support office and PEO human resources on disciplinary situations and meets with team members to discuss issues and concerns.
Onboarding new team members, including creating and maintaining team member files.
Assist in training team members by conducting new hire orientation.
Enroll, monitor completion, certificate archiving/filing and deactivation of all team members in continuing education online program (Relias).
Ensuring new hire team member criminal histories, state required background checks are completed.
Verify required team member licenses and certifications are current.
Confirm team member tuberculosis screening is performed as required by state or provincial regulations.
Review and submit invoices to department managers for approval and then enter into accounts payable system timely and accurately. Monitor billing errors.
Maintains resident billing files.
Assist with lease signing – As needed.
Assist in answering resident billing issues.
Confirm move-in deposits and collected monthly rent payments are deposited and recorded in a timely manner.
Send Monthly delinquent notices and follows collection guidelines.
Process annual resident lease increase letters.
Enter required information into Yardi for all Move-in/Move-outs.
Enter all charges in the billing system prior to running all statements.
Follow monthly accounting calendar to meet all deadlines.
Manages Concierge and Transportation departments. Responsible for all hiring decisions and other personnel matters relating to these departments.
Perform staff duties necessary for immediate community operation in case of staffing problem.
Respect dignity and confidentiality standards and promote resident rights.
Complete or assist with special projects as requested by community or senior management.
Adheres to all policies and procedures of the company.
Obtain license or certification necessary for Executive Director position within one year of hire date.
Performs other related duties as assigned.