Business Office Manager Jobs

POSITION SUMMARY: Provide Human Resources and Financial support to the community and the Executive Director. This person is a key member of the Community’s management team adhering to policies and procedures and upholding the Community’s mission, philosophy, values and the Company’s vision, principles and Hospitality Promises.

ESSENTIAL JOB FUNCTIONS: Resident-Related Financial Functions 1. Attend and interact in community Round Table meetings to obtain knowledge about resident census activity (move-ins, move-outs, transfers and deaths). 2. Acquire copies of Residency Agreements and Resident Handbook. Review and become knowledgeable with the community services provided. 3. Report census changes (move-ins, move-outs, transfers and deaths) to Community Accounting department following their standard procedure. 4. Process and deposit resident rent payments daily, manage resident ACH payments and send listing and backup to Community Accounting department daily. 5. Obtain ancillary resident charges from service points in the community (front desk, salon, dining room etc.) and email to Community Accounting department following their standard procedure. 6. When applicable, coordinate with government agencies for billing resident rents. Monitor and track amount owed. 7. Publish and distribute rent increase notices to residents. 8. Review billing statements prior to distribution, including final accounting for residents upon death or move out. 9. Respond to resident and resident’s Power of Attorney regarding billing and financial inquiries. – Business Office Manager I Page 2 of 7 © Rentals Rev. 5/2017 10. Run accounts receivable aging report weekly and make collection efforts on delinquent resident accounts according to the Accounts Receivable Collections policy. 11. Supports creating a culture where the business decisions made in this position, along with individual employee engagement, drive top-line revenue and occupancy. Accounts Payable Functions 1. Serves as resource for community department directors on the chart of accounts, invoice coding, approval process and deadlines following the standard procedure. 2. Oversees the function of routing accounts payable invoices for approval (from the time the invoice arrives in the mail). 3. Reconciles the credit card log to invoice. Verifies that all credit card receipts are accounted and submits documents to Community Accounting department for replenishment of the balance as needed. 4. Reviews employee expense reports for accuracy and completeness. 5. Uploads coded invoices (including employee expense reports) and completes data entry in Yardi daily. 6. Assists the Executive Director on selecting vendors’ invoices for payment for weekly check run. 7. Responds to vendor payment inquiries. Payroll and Human Resources Functions 1. May supervise the Front Desk (less than two full time/equivalent receptionists and /or concierges). Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and hiring; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees. 2. Run payroll variance, 7 minute, overtime, and birthday and anniversary reports. Analyze and submit for supervisory review once variances are approved by department managers. Ensure payroll accuracy and compliance with policies and procedures. 3. Review all time cards for accuracy before submitting payroll. Ensure all time edit data entries are accompanied by the completed time edit sheets. (Signed/dated by both the employee and supervisor) 4. Report all new hires, status changes (leaves of absence, classification and wage changes) and changes that affect participation in benefit programs for community staff. 5. Consult with Regional Human Resources Manager to ensure that the employee’s Federal and State entitlements to leave of absence are made available. 6. Respond to employee questions concerning wages, benefits, etc. 7. Ensure that Corporate and state requirements for completion of all post offer / pre- employment checks (criminal background, abuse and licensure checks, drug testing, health/communicable disease screenings) are requested and completed (prior to the employee’s start date) and documented in the employee’s personnel file. 8. Plan, prepare and organize New Hire Orientation(s) with the community leadership team and with new hires. – Business Office Manager I Page 3 of 7 © Rentals Rev. 5/2017 9. Orient new employees to all policies and procedures related to all Conditions of Employment, Drug Free Workplace Policy, and policies pertaining to reporting of and seeking treatment for on the job injuries. 10. Maintain employees’ training records and prepares training certificates. 11. Maintain annual renewals for staff specific certifications. 12. Advise the appropriate people of any requests to enroll in or change participation in company sponsored benefit programs. 13. Maintain employee files according to company guidelines and state requirements. 14. Ensure work-related injuries are reported and investigated in a timely manner. 15. Operate, maintain records for, and arrange for payment of awards associated with incentive programs (i.e. workers compensation safety bingo, raffle incentive, and new hire referral programs) if applicable. 16. Provide all eligible new hires with 401(k) packet and obtain the acknowledgement of receipt for employee file. 17. Ensure the implementation of OSHA log and Safety guidelines. Ensure that OSHA 300A form is posted per OSHA regulations. Cash functions, miscellaneous 1. Coordinate archiving of community records. 2. Ensure that LCS Connect is utilized frequently to obtain the most current forms and updated policies and procedures. 3. Assist Executive Director with annual budgeting process. 4. Assist Executive Director with monthly financial review if needed. 5. Assist with Corporate inquiries. GENERAL JOB FUNCTIONS: 1. The Community embraces a culture of hospitality. To that end, all employees are expected as a condition of employment to practice the LCS Hospitality Promises™ in all interactions with residents, fellow employees, and guests:  We greet you warmly, by name and with a smile.  We treat everyone with courteous respect.  We anticipate your needs and act accordingly.  We listen and respond enthusiastically in a timely manner.  We hold ourselves and one another accountable.  We make you feel important.  We embrace and value our differences.  We ask, “Is there anything else I can do for you?”  We maintain high levels of professionalism, both in conduct and appearance, at all times.  We pay attention to details. 2. Act as Manager on Duty as directed by the Executive Director. 3. Assist Executive Director in the management of open Workers Compensation claims, as directed.