Business Office Coordinator

Business Office Coordinator Hampton, VA Job Details Full-time $17 - $20 an hour 15 hours ago Benefits Paid time off Retirement plan Qualifications Employee onboarding Accounting systems Report writing Microsoft Excel Long term care experience Regulatory compliance ADP Executive administrative support Mid-level Personnel records management Medical administrative support Child protective services Financial record maintenance QuickBooks Data entry Clerical experience Productivity software Office management Onboarding process management Payroll processing File organization Office experience

Full Job Description Job Title:

Business Office Coordinator Pay:

$17.00 - $20.00 per hour, commensurate with experience About the Role We are seeking a detail-oriented and dependable Business Office Coordinator to support the financial and administrative functions of our 98-bed assisted living community in Hampton, Virginia. This is a hands-on support role with real accountability — you will assist with resident account tracking, maintain critical records on both the resident and employee side, and support deadline-driven administrative processes that keep our facility running smoothly and in compliance. Ideal candidates are organized, self-directed, and comfortable working independently in a professional care environment. Responsibilities Resident Records and Business Office Maintain organized and current resident files including admission agreements, financial documentation, emergency contacts, and related records Manage admission and discharge administrative paperwork Assist with payment posting and support accurate recordkeeping for resident accounts Support resident account monitoring and flag payment discrepancies for leadership review Track regulatory reapplication deadlines and assist with annual renewal documentation for eligible residents Support follow-up communication with family members and responsible parties regarding outstanding balances Assist with maintaining resident financial records and supporting documentation for compliance purposes Employee Records and HR Support Maintain organized and current personnel files including onboarding documents, I-9s, tax forms, offer letters, and performance documentation Collect and file new hire paperwork and support the employee onboarding process Ensure personnel files are complete, organized, and contain required documentation for DSS compliance Process payroll documentation and assist with timecard review in ADP General Administrative Support Maintain organized digital and paper filing systems across all business office functions Prepare Excel reports, tracking logs, and administrative summaries for leadership review Support leadership with correspondence, scheduling, and follow-up tasks Coordinate vendor visits and routine service requests as needed Maintain strict confidentiality and handle all sensitive information with professionalism Qualifications 2-5 years of business office or administrative experience, preferably in assisted living, senior care, or a related setting Proficiency in Microsoft Excel and comfort learning multiple software platforms Experience with QuickBooks or similar accounting software a plus Familiarity with senior care administrative or financial processes is a strong plus Knowledge of DSS record-keeping requirements or Virginia ALF regulatory standards preferred Strong attention to detail with the ability to manage multiple deadlines simultaneously Comfortable supporting professional follow-up communication with families regarding financial matters Able to work independently, exercise sound judgment, and maintain confidentiality Dependable, professional, and committed to follow-through Compensation is commensurate with demonstrated experience in assisted living or senior care business office operations.

To Apply:

Submit your resume to

Pay:

$17.00 - $20.00 per hour

Benefits:

Paid time off Retirement plan Application Question(s): How many years of administrative or office support experience do you have? Do you have experience using QuickBooks for data entry or record maintenance? What is your proficiency with Microsoft Excel? Are you comfortable working across multiple software platforms and learning new systems quickly?

Work Location:

In person