Regional Business Office Manager (CIV)

Civitas Senior Living•Fort Worth, TX

11d•Onsite

About The Position

The Regional Business Office Manager (RBOM) is responsible for managing the financial and administrative functions of assigned senior living communities, including resident billing, collections, accounts payable, payroll support, vendor coordination, and customer service. This position ensures accuracy and compliance in all financial transactions and systems while providing high-quality support to internal and external stakeholders.

Requirements

Must be able to communicate effectively with residents, families, staff, and the general public.
Must have compassion for and desire to work with the elderly.
Must demonstrate the ability to work responsibly as a team member as well as an individual.
Must be honest, fair, dependable, and respect confidentiality and the rights and privacy of residents.
Practice and promote the Community's Policies and Procedures, Mission Statement, Core Values, and Founding Principles.
Ability to represent the Community in a positive and professional manner.
Must be computer literate.
Strong organizational skills.
Must be able to perform the essential functions of the job with or without reasonable accommodation.

Responsibilities

Oversee all resident billing functions, including move-ins, move-outs, transfers, and rate changes.
Generate timely monthly billing statements and apply late fees and applicable credits or adjustments.
Ensure timely reconciliation of resident ledgers and accounts receivable balances.
Review, code, and submit invoices to the accounts payable system; reconcile credit card statements and expense trackers weekly.
Track and report financial metrics to leadership; support accruals and month-end closing procedures.
Coordinate employee changes and terminations within company systems.
Support payroll by verifying time entries, PTO, bonuses, and departmental allocations in collaboration with Executive Directors.
Enter payroll corrections, deduction requests, mileage reimbursements, and community-level bonuses; verify required documentation and approvals.
Utilize ERP platforms such as RealPage, Paycor, and others for transaction processing, ledger updates, and system audits.
Maintain accurate vendor records and support the onboarding of new vendors.
Conduct regular audits of resident and employee documentation to ensure data integrity and compliance.
Submit required documentation, forms, and reports to internal stakeholders on a defined schedule.
Serve as the primary administrative contact for community staff regarding billing, payments, and service inquiries.
Provide solutions and drive issues to resolution with communities and other departments.
Respond promptly and professionally to phone calls, emails, and requests for assistance.
Host or participate in weekly regional business office meetings with Executive Directors and community leaders.
Provide regular status updates to leadership on delinquent accounts, outstanding invoices, and documentation needs.
Monitor system integrations and ensure accurate resident movement data (move-ins, move-outs, transfers) is reflected across platforms.
Assist with rate increase audits and ancillary billing processing.
Complete RealPage tickets and other system requests submitted by supported communities.
Accept resident payments, record and post payments to the correct ledger within the AR system, enter all move-ins, move-outs, transfers, care level changes, and other updates to resident records in the AR system timely, enter ancillary billing charges to resident accounts monthly and send out resident billing statements, enter and send out notice of rate increases.
Collect all monies owed to the community within the scope of the collection policy. Develop and implement collection plans as needed, update delinquent and prepaid notes weekly. Attend collection update calls as needed.
Coordinate with the Executive Director on all collection efforts.
Update Delinquency and Prepaid comments weekly in the ERP system.
Coordinate with community teams at month-end to ensure all data in the ERP system is accurate prior to completing an AR Pre-Close per community.
Work closely with accounting and finance teams to coordinate any corrections needed in the ERP system.
Ensure all invoices are coded by the department manager and signed by the Executive Director.
Ensure all invoices are coded correctly.
Enter all invoices into the AP system timely and accurately.
Maintain accurate vendor records. Develop and maintain vendor relationships.
Update the monthly expense tracker and ensure all invoices are submitted for the month by the month-end deadline.
Review, update, and approve all e-invoices in the AP system ensuring all data is accurate.
Reconcile the company credit card statement every two weeks ensuring there is a receipt for each transaction. Enter the statement, log, and receipts into the AP system each statement cycle.
Reconcile monthly expense trackers with ERP system to ensure all expenses are posted prior to month end close. Advise and coordinate with the ED for any accruals they need to request.
Provide a high level of customer service to all internal and external customers.
Maintain a professional and friendly demeanor.
Read, respond, and follow up on any written or verbal communications in a timely manner including multiple email inboxes, Teams channels, and ticketing systems.
Regularly review and audit all resident documents.
Send out statements and renewals.
Ensure compliance with and understanding of all regulations regarding residents' rights.
Attend training sessions as directed by supervisor.
Follow and communicate company policies and procedures.