Business Office Manager

Job Summary

The Business Office Manager is responsible for overseeing the day-to-day business operations of the community, ensuring efficient administrative, financial, human resources, and customer service functions. This position serves as a key member of the leadership team and supports residents, families, employees, vendors, and regulatory agencies while maintaining compliance with company policies and applicable regulations.

Responsibilities

• Manage accounts receivable functions including resident billing, collections, payment processing, and account reconciliation.
• Monitor outstanding balances and work with residents, families, responsible parties, and agencies to resolve account issues.
• Aid residents and families with financial documentation, insurance information, and payment arrangements.
• Process deposits and maintain accurate financial records.
• Cook with corporate accounting departments regarding billing, collections, and financial reporting.
• Maintain resident trust accounts, petty cash, and other financial records in accordance with company policy and regulatory requirements.
• Support the admissions process by ensuring required financial and admission documents are completed and maintained.
• Review admission agreements and financial responsibility documentation with residents and families.
• Aid with Medicaid applications, insurance verifications, and other payer-related documentation as applicable.
• Maintain resident files and ensure documentation is complete, accurate, and compliant.
• Coordinate new hire onboarding, orientation, employment paperwork, and personnel file management.
• Aid with recruitment activities, interview scheduling, candidate communications, and onboarding processes.
• Maintain employee records and ensure compliance with company policies and employment regulations.
• Serve as a resource for employee questions regarding payroll, benefits, and HR processes.
• Oversee daily office operations and administrative functions.
• Ensure phones, reception, mail distribution, filing systems, and office procedures are managed efficiently.
• Serve as a primary point of contact for residents, families, visitors, vendors, and community partners.
• Provide exceptional customer service and promptly address concerns or requests.
• Aid with special projects, reporting, and operational initiatives.
• Maintain business office records in compliance with company policies and applicable federal, state, and local regulations.
• Maintain confidentiality of resident, employee, and financial information.
• Support audits, surveys, and inspections by maintaining accurate and organized documentation.
• Monitor compliance with HIPAA and other privacy requirements.
• Promote a positive workplace culture and contribute to employee engagement efforts.
• Assist with training and mentoring administrative team members as needed.

Requirements

• Previous Business Office experience (SNF preferred)
• High school diploma or equivalent.
• Minimum two (2) years of administrative, business office, accounting, payroll, billing, or healthcare office experience.
• Experience managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and payroll or billing software.
• Strong customer service and communication skills.
• Experience in skilled nursing, assisted living, memory care, behavioral health, healthcare, or senior living environments.
• Knowledge of Medicare, Medicaid, private pay billing, and long-term care financial processes.
• Human resources, payroll, or accounting experience.
• Associate's or Bachelor's degree in Business Administration, Accounting, Healthcare Administration, or related field preferred.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to analyze financial information and resolve account discrepancies.
• Ability to establish positive relationships with residents, families, employees, and external partners.
• Strong problem-solving and customer service skills.

Employee Benefits

• PTO
• 401(K)
• Medical/Health Insurance
• Dental Insurance
• Vision Insurance
• Birthday/Holiday Pay
• Wellness Fund
• Uniform Fund
• Longevity Bonuses
• Quarterly Vacation Drawing
• Tuition Reimbursement