Business Office Manager

Oxford Management Group LLC•Catoosa, OK

3d•Onsite

About The Position

This position manages the day-to-day business functions of the Community and assists in the coordination of internal marketing functions. The Business Office Manager ensures guests to the community are greeted with positivity and exceptional customer service, ensures timely and accurate record keeping of Accounts Receivable/Accounts Payable, including preparing and sending invoices detailing accurate recurring rent and level of care charges. They will collect and record payments in an electronic recordkeeping system, track and manage aging accounts, and manage the processing of all invoices, bills, and receipts. The role also involves maintaining and reconciling the petty cash account, including expense reimbursement, and performing additional administrative and clerical duties as assigned by the Executive Director. Assistance with setting up long term care insurance billing and ordering supplies for individual departments and/or residents is also required. In People Services Support, the role ensures team member information is entered into the human resource information system, acts as a liaison with the home office regarding internal communication and personnel document submission/upload, and assists department managers to track staff hours in the time and attendance system. For Internal Business Development, the role assists in planning and execution of resident, family, and community events, provides tours for unscheduled visitors, and follows up on lead calls as requested by the Executive Director and/or Community Sales Director. Backup assistance with dining service and life engagement may also be required. Successful candidates will demonstrate Humility, a Positive Attitude, Initiative, and Emotional Intelligence.

Requirements

High School Diploma or G.E.D.
Three (3) years of experience managing an administrative/clerical function for a business or providing high level executive support
Strong proficiency using business software, including but not limited to MS Office and Company designated CRM system

Nice To Haves

Bachelor’s degree in Business Administration or relevant discipline
Prior experience managing office equipment/supplies for a large business division or corporate office
Prior accounting experience, specifically AP/AR, budget reconciliation

Responsibilities

Ensure guests to the community are greeted with positivity and exceptional customer service
Ensure timely and accurate record keeping of Accounts Receivable/Accounts Payable, including: preparing and sending invoices detailing accurate recurring rent and level of care charges
Collect and record payments in electronic recordkeeping system
Track and manage aging accounts
Manage the processing of all invoices, bills, receipts
Maintain and reconcile petty cash account, including expense reimbursement—including all required documentation and data entry
Additional administrative and clerical duties as assigned by the Executive Director
Assisting with setting up long term care insurance billing
Assistance with ordering supplies for individual departments and/or residents as needed
Ensure team member information is entered into the human resource information system, both for new and existing team members
Act as liaison with the home office re: internal communication, personnel document submission and/or upload
Assist department managers to track staff hours in time and attendance system
Assist in planning and execution of resident, family, and community events
Provide tours for unscheduled visitors and follow up on lead calls as requested by Executive Director and/or Community Sales Director
Provide backup assistance with dining service, life engagement, as needed