Position Summary The Business Office Manager (BOM) oversees the community's day-to-day financial, administrative, and human resources operations. This position manages resident billing and accounts receivable, accounts payable, payroll support, recruiting, onboarding, employee records, and general office administration while providing exceptional customer service to residents, families, employees, vendors, and visitors. The BOM serves as the community's primary Human Resources representative and partners with regional leadership to ensure compliance with company policies and regulatory requirements. Essential Functions Resident Billing & Accounts Receivable (AR) Generates resident Medicaid and Private-Pay invoices Processes resident payments, including same-day deposits and accurate posting to the accounting system. Create new move-in invoices based on the terms and charges outlined in signed lease agreements. Maintains accurate resident billing information, charges, payment activity, and account balances. Monitors resident accounts for outstanding and delinquent balances and follows up with residents and/or responsible parties regarding payment. Establishes and manages payment plans for past-due accounts as appropriate. Maintains weekly and monthly Accounts Receivable (AR) reports Communicates resident billing changes, move-ins, move-outs, and payer updates to the billing system and regional leadership. Issues collection letters and 30-day notices for delinquent accounts and escalates concerns to regional leadership as appropriate. Accounts Payable (AP) Reviews invoices with the Executive Director (ED) and/or department leaders for approval. Verifies invoices for accuracy, including the correct business name and billing address, and uploads approved invoices into the company's AP system. Resolves vendor invoice discrepancies and follows up on outstanding invoices as needed. Obtains vendor W-9 forms and contracts Maintains accurate and organized AP records and documentation. Office Administration & Records Management Maintains organized, accurate, and confidential resident records, including leases, identification, insurance, POA, financial, and other required documentation. Tracks resident pet agreements and vaccination records to ensure required documentation remains current. Ensures resident information and records are maintained in accordance with company policies and applicable requirements. Maintains Medicaid Case Manager contact information and communicates with CM to obtain required billing authorizations. Verifies resident Medicaid waiver eligibility at move-in and monthly through the Medicaid Provider Portal and, in Ohio, monitors changes in Patient Liability (PL). Assists residents with Medicaid waiver redeterminations Orders and maintains office supplies and ensures adequate office resources are available. Supports the Executive Director, department leaders, and regional leadership with administrative and operational responsibilities. Identify process improvements that support operational efficiency. Ensures business office practices comply with company policies and applicable federal, state, and local regulations; assists with internal audits and documents requests. Performs other duties as assigned by the Executive Director or Regional Leadership. Human Resources Serves as the community's primary Human Resources representative and liaison between the community and the Home Office Human Resources Department. Coordinates recruitment activities, including job postings, applicant screening, interview scheduling, and onboarding. Completes new hire paperwork, employment verification, I-9 compliance, background checks, and personnel file maintenance. Coordinates new hire orientation and ensures all required onboarding documentation is completed. Assists employees with benefit enrollment, qualifying life event changes, open enrollment, and general benefit questions. Assists employees with payroll, PTO, leave requests, and HR-related inquiries. Processes employee status changes, promotions, transfers, and terminations in applicable HR and payroll systems. Maintains employee personnel files, training records, licenses, certifications, and required compliance documentation. Assists Corporate Human Resources with FMLA administration, workers' compensation claims, unemployment claims, employment verifications, and other employee relations matters. Gathers documentation and participates in unemployment claim responses, hearings, and appeals as requested. Coordinates workers' compensation reporting and ensures timely submission of required documentation. Monitors required employee training, certifications, and compliance deadlines. Ensures compliance with company policies, employment laws, and applicable federal, state, and local regulations. Maintains strict confidentiality of employee and resident information. Payroll & Employee Administration Assists with payroll processing by reviewing time records, processing payroll adjustments, and resolving timekeeping discrepancies. Maintains employee rosters, organizational charts, and community contact information. Orders employee name badges, uniforms, and key cards Maintains employee information confidential. Front Desk, Customer Service & Operational Support Directly oversee the front desk concierge, including scheduling, training, coaching, performance management, and daily workflow. Ensures reception coverage during business hours and arranges coverage as needed. Provides professional and welcoming customer service to residents, families, visitors, vendors, and employees while collaborating with department leaders to ensure timely resolution of inquiries and operational needs. Oversees telephone coverage, visitor reception, mail distribution, and general office communications. Identifies opportunities to improve front desk and office processes and supports operational efficiency. This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Additional responsibilities may be assigned based on business needs. Position Qualifications Education and Experience High school diploma or GED required; Associate's or Bachelor's degree in Business, Accounting, Human Resources, or a related field preferred. Minimum of two (2) years of experience in business office administration, accounting, human resources, healthcare administration, or a related field. Previous experience in assisted living, long-term care, healthcare, or senior living preferred. Experience with payroll, accounts receivable, accounts payable, and HR administration preferred. Knowledge, Skills and Abilities Knowledge of basic accounting principles, billing, accounts receivable, and accounts payable processes. Working knowledge of human resources practices, payroll administration, and employment documentation. Strong customer service, communication, organizational, and time management skills. Ability to manage multiple priorities while maintaining accuracy and confidentiality. Proficiency with Microsoft Office, electronic payroll systems, accounting software, and HRIS platforms. Ability to exercise sound judgment, maintain confidentiality, and work collaboratively with employees, residents, families, and leadership. Physical Requirements and Work Environment Ability to sit, stand, walk, bend, and lift up to 25 pounds. Frequent use of computers, telephones, and standard office equipment. Frequent interaction with residents, families, employees, vendors, and visitors. May occasionally work evenings or weekends to support business or operational needs. May be exposed to communicable diseases or other healthcare-related hazards while working in an assisted living environment and will follow all required safety protocols

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person