Business Office Manager

Main Job Tasks and Responsibilities

• Oversee the hiring, training, coaching, supervision, scheduling and evaluating of the concierge team.
• Serve as a main point of contact for associates, managers, residents, families, vendors and visitors in troubleshooting a variety of problems and concerns related to financial or administrative matters.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain high-quality customer service.
• Responsible for the community’s day-to-day security procedures (such as distributing building access keys and backup to security access cards, pendant services, etc.).
• Participate in onboarding of all new hires including the processing of new hire paperwork through our applicant tracking and payroll system.
• Serve as a main point of contact for new Associates.
• Maintain physical and electronic files and records for the community, ensuring regulatory compliance.
• Submit appropriate forms to payroll to initiate associate status changes and/or payroll adjustments.
• Serve as a liaison between the community and HR or Accounting for questions related to (including but not limited to) resident billing issues, purchase orders, leave requests, payroll, timecards and workers’ compensation and benefits.
• Perform property management tasks in our accounting system.
• Manage purchase orders, invoices, resident payments and collections, lease renewals and address resident billing concerns.
• Manage petty cash.
• Complete reports including long-term care insurance reporting, and others as requested.
• Provide tours to prospective families and residents when the Marketing team is unavailable.
• Aid with other duties as assigned by the Executive Director.

Competencies

• Customer Focused – Dedicated to meeting and exceeding the needs of the customer by establishing and maintaining effective relationships as well as gaining trust and respect of customers.
• Integrity and Trust – Does what they say they will do, does not take the easy road, and does not misrepresent themselves for personal gain. Always does the right thing, even when it does not benefit themselves.
• Detail Oriented – Pays attention to the smallest details in a situation, and truly cares about them. Understands the importance of all aspects of a given task, no matter how trivial they may seem. Values the importance of gathering all relevant information before making a decision.
• Organization – Has the ability to arrange and utilize resources effectively and efficiently to get work activities accomplished. Does not lose track of tasks or responsibilities, and can be counted on to always follow up.
• Strong Communication Skills – Clearly and accurately provides pertinent information to individuals in verbal and/or written form. Able to accurately convey information in a way that engages the audience and helps them understand and retain the message.