Business Office Manager – Assisted Living

All American Assisted Living at Wrentham•Wrentham, MA

14d•Onsite

About The Position

The Business Office Manager leads administrative functions for an assisted living and memory care community, supporting the Executive Director and community leadership team. The role covers resident billing, accounts payable, payroll and timekeeping, employee onboarding and human resources administration, vendor coordination, recordkeeping, and general office operations. The manager helps keep community operations organized, responsive, and financially sound while providing dependable administrative support to residents, families, employees, vendors, and department leaders. This is a full-time, in-person position. The Business Office Manager reports to the Executive Director and may assist with reception and front-office responsibilities and other administrative and operational duties as assigned.

Requirements

Previous experience in business office administration, accounting, payroll, human resources, healthcare administration, property management, or a related field.
Strong organization and attention to detail.
Ability to manage multiple priorities, deadlines, and interruptions.
Strong follow-through and ability to take ownership of assigned responsibilities.
Strong computer skills, including Microsoft Excel, Outlook, and Word.
Ability to learn accounting, payroll, HR, resident-management, and other business systems.
Strong written and verbal communication skills, including the ability to communicate clearly and effectively in English, verbally and in writing.
Ability to communicate professionally with residents, families, employees, vendors, and leadership.
Ability to handle confidential and sensitive information with discretion.
Strong problem-solving skills and sound judgment.
Dependable attendance and punctuality.
Ability to work independently and as part of a community leadership team.
Ability to successfully complete required background checks and employment requirements.

Nice To Haves

Assisted living, senior living, healthcare, hospitality, or residential property experience is preferred.
Experience with resident billing, accounts payable, payroll, or basic accounting is strongly preferred.
Experience with employee onboarding and HR administration is preferred.

Responsibilities

Support monthly resident billing and account maintenance; review charges, credits, deposits, and adjustments for accuracy.
Respond to routine billing and account questions from residents and responsible parties, maintain financial records, coordinate discrepancies, monitor outstanding items, and support move-in, move-out, and service-change administration.
Review and process vendor invoices; obtain approvals and coding; maintain vendor records and supporting documents; communicate with vendors; monitor outstanding invoices; coordinate accounts payable matters; and assist with purchasing and supplies.
Support payroll processing and deadlines, review timecards, resolve timekeeping exceptions, assist department leaders and employees with routine questions, and maintain payroll documentation.
Coordinate employee onboarding, required employment paperwork, screenings, background checks, and credential verification; maintain confidential personnel files; monitor licenses, certifications, and training; and assist with employee changes, benefits, and separation documentation.
Coordinate with Human Resources on employee relations, leave, policy, and compliance matters, and ensure employment documentation is completed accurately and on time.
Maintain electronic and paper records, manage mail and correspondence, prepare reports and spreadsheets, maintain office supplies, and assist with banking and deposits as assigned.
Maintain confidentiality of resident, employee, financial, and business information; support audits, surveys, and documentation requests.
Assist residents, families, employees, and vendors with Business Office questions and coordinate with corporate Accounting, Human Resources, Payroll, and Operations teams.
Participate in community leadership meetings, track outstanding tasks, and communicate updates to the Executive Director and appropriate department leaders.
Assist with reception and front-office responsibilities when necessary and complete additional administrative and operational responsibilities as assigned.