Business Office Manager

Joining our organization means more than accepting an administrative position—it means becoming a key member of the facility leadership team. The Business Office Manager plays an important role in supporting financial performance, workforce operations, employee engagement, regulatory compliance, and the overall resident and employee experience.

• Supportive, team-oriented leadership environment
• Opportunities for professional growth and advancement
• Meaningful involvement in facility operations and workforce strategy
• Collaborative partnership with facility and regional leadership
• Opportunity to make a direct impact on residents, employees, and organizational success

About the Role

We are seeking an experienced, organized, and highly detail-oriented Business Office Manager (BOM) to oversee the facility's business office operations while serving as a key resource for Human Resources, payroll, recruitment, onboarding, employee relations, and workforce reporting. The Business Office Manager supports the financial and administrative integrity of the facility, including accounts payable, accounts receivable, resident accounts, payroll administration, recordkeeping, and other business office functions. This position also coordinates facility-level HR processes, including recruiting, hiring, onboarding, personnel files, employee documentation, attendance and overtime monitoring, disciplinary processes, and HR compliance.

The Business Office Manager works closely with the Administrator, department leaders, and Regional Human Resources leadership to ensure financial and workforce operations are accurate, timely, compliant, and aligned with organizational expectations.

Responsibilities

Human Resources & Recruitment

• Coordinate facility recruiting efforts for clinical, administrative, dietary, housekeeping, maintenance, and other departmental positions
• Post open positions and assist with candidate sourcing, applicant screening, interview coordination, and candidate communication
• Partner with department leaders to identify vacancies, staffing priorities, and recruitment needs
• Coordinate pre-employment requirements, including background screening, reference checks, credential verification, and other required documentation
• Prepare and process new-hire documentation in accordance with company procedures
• Coordinate new employee onboarding and orientation with department managers and appropriate team members
• Ensure required employment documentation is completed accurately and timely
• Maintain accurate and confidential employee personnel files and HR records
• Track required licenses, certifications, training, and other employment-related compliance documentation
• Assist employees with questions regarding company policies, payroll, benefits, timekeeping, attendance, and other HR processes
• Support employee engagement, retention, recognition, and workforce-development initiatives
• Coordinate employee separations and ensure appropriate termination documentation and offboarding procedures are completed

Employee Relations & Performance Management

• Serve as a facility-level HR resource for employees and department managers
• Support managers with employee coaching, counseling, attendance concerns, performance documentation, and disciplinary action
• Assist leadership in ensuring disciplinary practices are appropriately documented and consistently administered
• Maintain confidentiality when handling employee relations matters, personnel records, investigations, and other sensitive information
• Escalate significant employee relations concerns to the Administrator and/or Regional HR Director as appropriate
• Assist with workplace investigations and documentation under the direction of appropriate leadership
• Support managers in administering facility policies and maintaining consistent workforce expectations
• Promote professional communication, accountability, employee engagement, and a positive workplace culture

Payroll, Scheduling & Labor Management

• Coordinate and process facility payroll accurately and within established deadlines
• Review employee timecards for completeness and accuracy before payroll submission
• Work with department managers to resolve missed punches, timekeeping discrepancies, and payroll corrections
• Monitor attendance, tardiness, call-ins, overtime, agency utilization, and other workforce trends
• Work with department leaders to identify opportunities to manage overtime and improve labor utilization
• Provide guidance to managers regarding scheduling, overtime management, timekeeping, and payroll procedures
• Maintain payroll and timekeeping documentation in accordance with company requirements
• Prepare payroll, labor, overtime, staffing, and other workforce reports for facility and regional leadership
• Identify concerning workforce trends and communicate findings to the Administrator and Regional HR Director
• Assist leadership with staffing and labor-management initiatives designed to maintain appropriate coverage while controlling unnecessary overtime

Business Office & Financial Operations

• Oversee the day-to-day operations of the facility business office
• Manage or support accounts payable and accounts receivable processes
• Maintain accurate resident financial and business office records
• Assist with billing, collections, deposits, resident accounts, and reconciliation processes as assigned
• Maintain organized documentation for invoices, purchase orders, vendor records, deposits, and financial transactions
• Assist with budgeting, forecasting, expense monitoring, and financial reporting
• Monitor outstanding balances and assist with collection activities in accordance with company procedures
• Coordinate with residents, responsible parties, vendors, and corporate support departments regarding financial matters
• Protect confidential resident, employee, payroll, and financial information
• Develop and maintain organized business office systems, records, and workflows

Compliance & Record Management

• Maintain employee and business office records in accordance with applicable company, federal, and state requirements
• Ensure personnel files contain required employment, credentialing, training, and compliance documentation
• Conduct routine personnel-file and HR-documentation audits
• Assist with preparation for regulatory surveys, internal audits, and compliance reviews
• Support facility leadership with corrective action plans resulting from identified administrative or HR deficiencies
• Maintain appropriate confidentiality and information-security practices
• Ensure required employment postings, policies, notices, and documentation are maintained as applicable
• Collaborate with facility leadership to promote ongoing operational and regulatory readiness

HR Metrics & Leadership Reporting

• Prepare routine HR and workforce reports for the Administrator and Regional HR Director
• Track and report key workforce metrics, including vacancies, hiring activity, turnover, retention, overtime, attendance, and staffing trends
• Provide updates regarding recruiting pipelines, open positions, onboarding progress, and workforce challenges
• Identify patterns or trends requiring leadership attention and assist with developing appropriate action plans
• Maintain accurate HR data within applicable HRIS, payroll, recruiting, and workforce-management systems
• Participate in facility leadership meetings and provide HR, payroll, recruitment, and business office updates as appropriate
• Partner with Regional HR leadership on workforce initiatives, policy implementation, employee relations matters, and compliance priorities

Resident, Family & Operational Support

• Provide professional and responsive customer service to residents, families, employees, applicants, vendors, and visitors
• Respond to business office questions and concerns in a timely and professional manner
• Collaborate with facility leadership and department managers to support operational priorities
• Assist with administrative projects and facility initiatives as assigned
• Maintain professionalism, discretion, confidentiality, and a service-oriented approach in all interactions

Requirements

• High school diploma or equivalent required
• Associate's or bachelor's degree in Business Administration, Accounting, Finance, Human Resources, Healthcare Administration, or a related field preferred
• Previous experience in business office administration, payroll, accounting, human resources, or healthcare administration preferred
• Experience in skilled nursing, long-term care, senior living, or another healthcare environment strongly preferred
• Working knowledge of recruiting, onboarding, payroll, employee relations, personnel documentation, and HR compliance preferred
• Strong organizational and administrative skills with exceptional attention to detail
• Ability to handle confidential employee, resident, payroll, and financial information with professionalism and discretion
• Strong analytical and problem-solving capabilities
• Excellent written and verbal communication skills
• Ability to effectively support and advise department managers regarding HR and administrative processes
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook
• Ability to learn and effectively utilize payroll, HRIS, applicant tracking, scheduling, and financial software systems
• Ability to manage multiple priorities and deadlines within a fast-paced healthcare environment
• Commitment to professionalism, accountability, compliance, and exceptional customer service

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)
• Employee Referral Bonus Program
• Professional development opportunities
• Opportunities for career advancement
• Supportive and collaborative leadership environment

Growth Opportunities

The Business Office Manager position provides significant exposure to facility operations, human resources, finance, payroll, workforce management, and healthcare administration. We are committed to developing team members who demonstrate strong leadership, sound judgment, accountability, and a desire to grow. This position provides an opportunity to expand your administrative and HR expertise while partnering directly with facility and regional leadership.

About Us

Our organization is committed to providing high-quality senior care while creating an environment where residents feel cared for and employees feel valued. We believe operational excellence begins with strong leadership and effective support systems. Our Business Office Manager plays an essential role in maintaining those systems by supporting our residents, employees, managers, and leadership team.

Physical Requirements

• Ability to sit and work at a computer for extended periods
• Ability to stand, walk, and move throughout the facility as required
• Ability to operate standard office equipment
• Ability to lift and carry files, records, office supplies, and similar materials as needed
• Ability to respond promptly to employee, resident, payroll, staffing, and operational needs
• Ability to perform the essential functions of the position with or without reasonable accommodation