Office Manager

Responsibilities

• Supervise, train, and schedule business office staff
• Serve as a point of escalation for resident/family billing or vendor concerns
• Coordinate cross-departmentally on billing and vendor administrative matters
• Prepare and issue monthly resident statements across levels of care (private pay only)
• Support payment posting processes
• Monitor aging reports and manage timely follow-up on past-due accounts
• Coordinate with residents, families, and responsible parties regarding payment status and account discrepancies
• Reconcile resident ledgers and ensure accuracy of charges
• Maintain documentation to support external audits related to billing
• Manage move-out, transfer, and level-of-care change process, including final billing and refund processing
• Maintain organized, compliant resident census files
• Ensure the proper processing, expense coding, and approval routing of vendor invoices
• Manage vendor relationships, contracts, and service agreements
• Ensure timely and accurate payment of vendor invoices
• Reconcile vendor statements and resolve discrepancies
• Maintain general office operations, supplies, and administrative systems
• Ensure compliance with state and federal licensure requirements
• Maintain confidentiality of resident, employee, and financial records
• Serve as a welcoming, professional first point of contact for residents, families, and visitors
• Respond promptly and courteously to billing inquiries and resolve concerns with empathy
• Communicate policy changes (fee schedules, billing procedures) clearly to residents and families
• Collect and process donations to the Foundation
• Accurately enter donation records into Bloomerang
• Prepare and send timely donor thank-you notes
• Prepare and issue tax receipts for donations in accordance with IRS requirements

Benefits

• 403(b) plan with up to 4% match
• Health Insurance
• Dental insurance
• Flex Spending Account (FSA)
• Health Reimbursement Arrangement (HRA)
• Employee Assistance Program
• Subsidized ORCA Card - Annual pass
• Paid time off
• On-site Daycare (subsidized)
• Affordable On-site Dining

Pay

Hourly rate of $37.00-$45.00+DOE

Schedule

Full Time, Monday-Friday, Onsite