Business Office Coordinator

Job Title :

Business Office Coordinator Status:

Full Time Exempt Reports To:

Executive Director Position Summary:

The Business Office Coordinator supports the day-to-day administrative and front desk operations of the community while helping create a welcoming and organized environment for residents, families, visitors, and team members. Reporting directly to the Executive Director, this role assists with business office functions, resident billing support, front-of-house operations, and general administrative coordination while serving as a resource for residents, families, and team members.

Essential Duties and Responsibilities:

Properly maintain and receive payment for services. Make banking deposits. Process and submit, for approval, all accounts payable and receivable. Apply ancillary charges and review monthly resident billing for accuracy. Disseminate monthly resident statements and maintain ACH records. Maintain daily deposits of resident payments. Coordinate with home office partners to ensure resident accounts remain current and accurate. Answer phones and ensure calls are routed appropriately. Regularly provide front desk coverage and leadership support, including scheduled front desk shifts and dedicated administrative office days each week. Ensure reception and hospitality areas remain organized and appropriately stocked. Coordinate, sort, and distribute mail and packages for the community. Coordinate pick-up and delivery of express mail services. Order and maintain office and community supplies as needed. Assist with scheduling coordination for concierge/front desk coverage. Manage and process long-term care insurance submissions. Upload and maintain resident documents within the electronic health record system. Maintain community systems and platforms including nurse call programs. Update and distribute daily census information. Coordinate scheduling and communication for

ENCIRCLE

meetings. Complete administrative tasks including organizing, preparing, and maintaining employee and community files in accordance with company standards and confidentiality requirements. Support community leadership with administrative and operational projects as needed. Participate in Manager on Duty (MOD) responsibilities as assigned. Maintain confidentiality of resident, employee, and business information. Perform other duties as assigned.

Supervisory Responsibilities:

Provide day-to-day support and oversight for concierge/front desk operations as needed. Assist with coordination and accountability of concierge team members as delegated by the Executive Director.