The Pinnacle Business Office Manager

About the

Role:

The Pinnacle North Bethesda is seeking a highly organized, service-minded Business Office Manager to oversee the full spectrum of business office functions in our senior living community. This role is ideal for an experienced, hands-on professional who enjoys building systems, managing multiple priorities, and delivering exceptional customer service to residents and families. The Business Office Manager is responsible for independently managing day-to-day financial, administrative, and office operations while partnering closely with community leadership and corporate resources.

Key Responsibilities:

Resident Billing Accounts Receivable:

Manage resident billing lifecycle: move-ins, monthly billing, prorations, rate changes, care level changes, ancillary charges, and refunds. Collect, post, and reconcile payments (ACH, checks, credit card, third-party payments) in accordance with policy. Conduct AR follow-up, including family outreach, payment plans, and escalations as needed. Maintain accurate resident ledgers and documentation; ensure timely month-end close activities. Accounts Payable Purchasing (As assigned by company structure): Process invoices, ensure proper approvals, coding, and timely payment submission. Maintain vendor files, W-9 collection, certificate of insurance tracking (if required), and purchasing documentation. Support purchasing controls and budget compliance in partnership with the Executive Director.

Payroll Analysis:

Process payroll inputs and audits (timecard review, reconciliation, and reporting).

Cash Management Compliance:

Maintain cash controls and daily/weekly deposits Ensure strong internal controls for payment processing, refunds, and adjustments. Prepare audit-ready files and participate in internal/external audits.

Customer Service Office Operations:

Serve as a key point of contact for residents and families regarding billing questions with professionalism and empathy. Maintain business office procedures, resident account files, and secure records management. Support the front office as needed (phones, mail, supply management) while balancing finance priorities.

Reporting Collaboration:

Produce weekly/monthly reporting on AR, collections, delinquencies, deposits, and key metrics. Collaborate with department heads to ensure accurate charges and documentation. Collaborate with department heads on monthly budgeting and spend down reconciliation. Communicate proactively with leadership regarding risks, trends, and support needs.:

Compliance Operational Standards:

Ensure documentation practices meet state regulations, company policies, and audit standards. Maintain confidentiality in all residents, financial, and staff matters. Support risk management, budgeting, and organizational improvement efforts.

Qualifications:

Minimum 3-5 years of Business Office experience. Senior living experience desired. Proficiency in EMAR accounting systems; PointClickCare is preferred. Strong knowledge of billing, accounting processes, and regulatory requirements. Excellent communication skills, analytical ability, and leadership experience.