Billing & Office Operations Coordinator

Billing & Office Operations Coordinator

Palm Beach Care Management (PBCM) is a private-pay aging life care practice with over ten years of history serving seniors, adults with chronic illness, and their families across Palm Beach County. PBCM provides individualized care management including assessment, care planning, coordination, advocacy, and family support. The practice is growing and building a structured operational model that delivers consistent, high-quality service at scale.

The Billing & Office Operations Coordinator manages the day-to-day financial and administrative operations of the practice, including client billing and invoicing through PBCM's client management platform (MyJunna), bookkeeping, payroll, financial monitoring and reporting, and general administrative support for the owner. This is a process-driven, detail-focused role suited to someone with a working knowledge of QuickBooks who is comfortable with structured, repetitive daily tasks and can follow an established billing and financial workflow with consistency and accuracy. This role will also provide bookkeeping and administrative support for one or more additional business entities affiliated with the owner. Day-to-day procedures for this role are governed by PBCM's internal billing and administrative standard operating procedures. Accurate, consistent financial record-keeping is a core professional standard at PBCM. The Coordinator is expected to approach daily transaction entry, billing, and reporting not as administrative afterthoughts, but as essential functions that keep the practice financially sound and client-ready at all times.

A Billing & Office Operations Coordinator at PBCM consistently delivers:

• Financial records that are accurate, current, and fully reconciled at all times.
• Client invoices generated, delivered, and followed up on schedule, with no gaps in the billing cycle.
• Payroll processed accurately and on time, every pay period.
• Clear, up-to-date financial reporting provided to the owner on a regular schedule.
• Every transaction properly documented, categorized, and tied to the correct client or account.

The following functions are essential to this position. Reasonable accommodation will be provided to enable qualified individuals with disabilities to perform these functions.

1. Enter and categorize all business transactions in QuickBooks Online on a regular, ongoing basis, ensuring each transaction is tied to the correct client or account.
2. Reconcile bank and credit card statements on a regular schedule, verifying transactions and resolving discrepancies with supporting documentation.
3. Generate and deliver client invoices in MyJunna according to the established monthly billing cycle and PBCM's billing sequencing rules; follow up on outstanding balances using the practice's standard communication process.
4. Monitor accounts receivable and maintain organized records of client billing status and payment history.
5. Monitor company bank accounts, credit card accounts, and care manager expense cards on a regular basis; proactively flag unauthorized charges, unusual activity, or account issues to the owner.
6. Coordinate monthly with PBCM's bookkeeper to review financial records, identify discrepancies, and report outcomes to the owner.
7. Respond to client and family billing inquiries using PBCM's approved communication guidelines; redirect clinical or care-related questions to the owner or Care Management Supervisor.
8. Operate within defined financial authority limits; this role does not independently release billing holds, approve write-offs or payment plans, change invoice amounts, or authorize fund transfers without the owner's written direction.
9. Process payroll for practice staff using QuickBooks Payroll, including direct deposit, on each scheduled pay date.
10. Maintain accurate payroll records and support timely, compliant payroll tax filings.
11. Prepare and provide the owner with regular financial reports (e.g., profit & loss, account summaries) on an agreed schedule.
12. Maintain organized, accountant-ready financial records in support of tax preparation and annual filings.
13. Provide day-to-day administrative support to the owner, including scheduling, correspondence, and other duties as assigned.
14. Maintain strict compliance with HIPAA, client confidentiality, company device and data policies, and all PBCM operational and professional standards.
15. Complete all required documentation, reports, and check-ins with the owner accurately and on time.

The following duties are secondary and may be assigned based on business need.

• Assist with occasional local errands or light administrative tasks that support the care management team.
• Support special projects or administrative process documentation as assigned.
• Assist with vendor or account-related correspondence as needed.

Working knowledge of QuickBooks Online, including basic bookkeeping and data entry.

Comfortable following an established invoicing/billing process; prior billing experience is helpful but not required.

Experience processing payroll for a small team (e.g., as a payroll specialist or administrator).

High school diploma or equivalent; bookkeeping coursework or related experience a plus.

Reliable, organized, and comfortable with structured, repetitive, detail-oriented daily work.

Based in or near the Jupiter area.

Prior experience in home care, care management, or another healthcare-adjacent industry.

Familiarity with client billing/invoicing software beyond QuickBooks.

Prior experience with MyJunna or a similar client management/billing platform.

Financial record-keeping: accurate, consistent data entry and categorization within QuickBooks Online.

Documentation discipline: complete, accurate records maintained on a consistent schedule.

Organization and follow-through: manage recurring financial tasks and deadlines without anything falling through the cracks.

Communication: clear, professional written and verbal communication with the owner and, as needed, clients and vendors.

Discretion: trustworthy with sensitive financial and client-related information.

Coachability: receive direction, feedback, and correction without defensiveness; ask questions early when uncertain.

Judgment: recognizes when a billing or account matter falls outside this role's authority and escalates to the owner rather than acting independently.

Technology: comfortable using QuickBooks

The physical demands listed below are representative of those required to perform the essential functions of this position. Reasonable accommodation will be provided to qualified individuals with disabilities.

• Regularly required to sit and use hands to operate a computer and standard office equipment for extended periods.
• Occasionally required to travel locally for errands or in-person tasks.
• Visual and hearing acuity sufficient to review financial documentation and communicate with the owner and others.

This is a primarily remote, home-office-based position with occasional local availability. The Coordinator must maintain a dedicated home workspace with reliable internet and must be able to handle sensitive financial and client-related information in full compliance with HIPAA. A composed, professional, and standards-driven approach is always required in all settings.

Palm Beach Care Management is committed to providing reasonable accommodation to qualified individuals with disabilities. Applicants or employees requiring accommodation to perform the essential functions of this position should contact Palm Beach Care Management to initiate the interactive accommodation process prior to or during employment.

This position may require a Florida Level 2 background screening processed through the Agency for Health Care Administration (AHCA) Care Provider Background Screening Clearinghouse, given the role's access to client billing records and financial systems. Level 2 screenings are fingerprint-based and include both state and national criminal history checks. Employment is contingent upon successful clearance where applicable. For information about the screening process, disqualifying offenses, and exemption procedures, visit the AHCA Care Provider Background Screening Clearinghouse Education and Awareness webpage at: . Palm Beach Care Management is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Flexible work from home options available.

Compensation: $20.00 - $25.00 per hour