Business Office Manager

Commonwealth Senior Living at Kilmarnock•Kilmarnock, VA

4d•$55,000 - $65,000

About The Position

The Business Office Manager oversees the community’s administrative and business functions and helps the Executive Director keep overall administrative activities running smoothly. As a frequent first point of contact for guests, visitors, and vendors, the manager is expected to maintain a courteous, professional manner and appearance. The role combines accounting and administrative coordination with human resources support, employee-record maintenance, and staffing and recruiting activities.

Requirements

Minimum Associate’s degree.
Must be able to read, write, speak, and understand English.
Intermediate to high skill level with computer application systems.
Comfort using a multi-line telephone system to answer calls, take messages, and transfer calls.
Acceptable driving record; a driver is required.
Solid organizational skills and ability to meet deadlines.
Professional, courteous manner and appearance.
Ability to maintain confidentiality of resident and employee information.

Nice To Haves

Bachelor’s degree preferred.
Experience in an administrative position and/or bookkeeping preferred.
Experience in payroll, accounts payable, and/or accounts receivable preferred.

Responsibilities

Assist department heads, as needed, with entering appropriate data in Yardi.
Supervise, coach, and mentor the Receptionist.
Serve as the community point of contact for Human Resources and Accounting situations.
Prepare memos, correspondence, reports, and other documents as requested.
Maintain current resident files, emergency contact numbers, on-call personnel emergency numbers, and department extensions.
Protect resident rights by maintaining confidentiality of pertinent resident information.
Maintain knowledge of community services and rates.
Make bank deposits daily.
Maintain Resident Fund Accounts, if applicable.
Perform administrative tasks in Yardi, as approved by the Executive Director.
Compile data for the Home Office, as approved by the Executive Director.
Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.
Mail invoices, VEC Separation Reports, garnishments, and other materials to the Home Office in a timely manner.
Track household-account receipts, attach them to check stubs, and mail them to the Business Office monthly.
Handle semi-monthly supply orders for office, nursing, housekeeping, uniforms, and other needs.
Create and maintain a welcoming atmosphere characterized by personal interest, positive emphasis, professionalism, and confidentiality.
Assist and support management and the leadership team in handling and resolving Human Resources issues.
Inform the Executive Director and/or Human Resources Department of employee-relations issues within the community.
Serve as the community’s Human Resources subject matter expert and participate on project teams.
Partner with the Executive Director in managing benefits education and administration.
Partner with Risk Management on Workers Compensation claims to support appropriate employee care and cost management.
Assist employees with internal and external transfer requests and procedures.
Coordinate and track “Jump Start” orientation for all new hires.
Ensure accurate maintenance of employee records and files, including I-9 forms, new-hire paperwork, performance reviews, and disciplinary actions.
Manage the staffing and recruiting process in close coordination with the community’s Talent Acquisition Specialist.
Monitor and assist managers and supervisors with hiring processes and issues.
Submit job requisitions through Formstack based on community hiring needs.
Attend weekly or bi-weekly calls with the Talent Acquisition Specialist.
Coordinate and administer pre-hire screening, including applicant drug screens, reference checks, background checks, motor vehicle checks, and Social Security number verification.
Facilitate interdepartmental transfers and promotions, including transfers or promotions to other communities.
Oversee employee selection and offer processes to ensure proper procedures are followed.
Ensure interviews follow recommended guidelines, use consistent screening criteria, and ask only job-related questions.
Ensure drug screening and background checks are completed in accordance with CSL policy.