Business Office Manager

Commonwealth Senior Living at Kings Grant House•Virginia Beach, VA

23h•Onsite

About The Position

The Business Office Manager oversees the Administrative/business functions of the community. This role often serves as the first point of contact for guests, visitors, and vendors, requiring a courteous, professional manner and appearance for good public relations. The main objective is to assist the Executive Director in ensuring the community runs smoothly in overall administrative activities.

Requirements

Minimum Associates’ Degree
Ability to read, write, speak and understand the English language
Intermediate to high skill level with computer application systems
Comfortable with a multi-line telephone system, answering, taking messages and transferring calls
Acceptable driving record (required driver)
Solid organizational skills
Ability to meet deadlines

Nice To Haves

Bachelors’ Degree
Experience in an administrative position and/or bookkeeping
Experience in payroll, accounts payable and/or accounts receivable

Responsibilities

Oversee the Administrative/business functions of the community.
Serve as the first point of contact for guests, visitors, and vendors, maintaining a courteous, professional manner and appearance.
Assist the Executive Director in ensuring the community runs smoothly in overall administrative activities.
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.
Type memos, correspondence, reports, and other documents as requested.
Maintain current files of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel and department extensions.
Maintain confidentiality of all pertinent resident information to ensure resident rights are protected.
Be knowledgeable about 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 to be shared with 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, etc. to the Home Office in a timely manner.
Keep track of receipts for household accounts, attaching them to check stubs and mailing to the Business Office monthly.
Handle semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis with professionalism and confidentiality.
Assist and support management and the leadership team with handling and resolving Human Resources issues.
Inform the Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
Serve as a Human Resources subject matter expert for the community and participate on project teams.
Partner with the Executive Director in managing Benefits Education and Administration.
Partner with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs 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 all employee records and files.
Maintain current files on employees including I-9, new hire paperwork, performance reviews, and disciplinary actions.
Work closely with the community’s Talent Acquisition Specialist.
Monitor and assist managers/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, and transfers or promotions to other communities.
Oversee the selection and offer processes for employees to ensure proper procedures are followed.
Ensure interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked.
Ensure drug screening and background checks are completed in accordance with CSL policy.